Privacy Notice

This privacy notice explains what information Cabinet Office collects and what that information is used for.

Cabinet Office is a data controller for the purposes of the Data Protection Act 2018 and the Data Protection (Application of GDPR) Order 2018 and the Data Protection (Application of LED) Order 2018, together with any regulations made under them (Manx Data Protection Legislation).

This Privacy Notice applies to the Isle of Man Government Cabinet Office.

When you use an Isle of Man Government Cabinet Office service we may ask you to share personal information with us.

When we collect your personal information we will:

Only collect what we need and no more
Keep your information secure
Tell you how we will use your information
Delete your information when it is no longer needed
Only process your information in line with rules set out in Manx Data Protection legislation.

This Privacy Notice defines what happens when you give personal information to the Cabinet Office and will explain:

What information is collected and why
Who is collecting it
How it is collected
Why it is being collected
How it will be used
How long it will be kept
Who it will be shared with
How your information will be kept secure

If you have any questions or comments on this Privacy Notice please email the Cabinet Office Data Protection Officer.

Contact the Data Protection Officer for the Cabinet Office:

Email: DPO-CabOff@gov.im

Phone: +44 1624 686779

DPO, Cabinet Office,
Government Office,
Buck's Road,
Douglas,
IM1 3PN,
Isle of Man.

The Cabinet Office plays a central role in the Isle of Man Government and comprises:

Office of Human Resources (OHR)
Executive Office
Government Technology Services (GTS)
Crown and External Relations
Policy and Strategy
Change and Reform
Planning Policy
Anti-Money Laundering and Combatting the Financing of Terrorism (AML/CFT) Policy Office

How and why we ask you to share your personal information

We collect and process information, including personal information, to provide effective and efficient services.

We use your personal data in line with the rules set out in the Manx Data Protection Legislation for the following reasons:

Applications for passports, immigration or nationality
Completion of a census or survey return
Provision of Government and tourism services at the Welcome Centre
Completion of Electoral registration forms
Public sector employment applications and human resources functions
Access to and provision of support for Government IT systems and services, including internal IT systems, websites and Online Services
Provision of Corporate Communications
Allocation of Freedom of Information requests
Applications for Council of Ministers Public Appointments
Applications for Crown Appointments
Applications for International Development funding streams
Administration of Planning Appeals
Exercise of safeguarding administrative functions
Participation in Government consultation exercises
Administration of corporate complaints

Government Technology Services
The Cabinet Office collects and processes data for the following purposes, some of which is collected manually, either by you providing it, or in the case of employees, a manager providing it. Some of it is collected automatically as part of using the IT facilities.
System access, Audit and Administration:
Use:	To provide access, administration and audit controls for government information technology systems.
Data collected:	• Name • Job Title • Work Address • Telephone numbers • IP Address • Government or work email address • Date of birth
Retention period:	Kept for the period that the system user has an active account
To Provide Information Technology Support:
Use:	To Provide Information Technology Support.
Data collected:	• Name • Job Title • Work Address • Telephone numbers • IP Address • Government or work email address
Retention period:	Kept for a period of 5 years.
Contract Administration
Use:	Contract Administration
Data collected:	For contract staff • Name • Job Title • Work Address • Telephone numbers • Terms and conditions, remuneration and benefits details • bank account details • CV's • next of kin contact details • photograph • email address • Vetting status
Retention period:	Kept for 6 years post the expiry of the contract.
Provide Business Continuity and Staff Management
Use:	Provide Business Continuity
Data collected:	• Name • Job Title • Work Address • Telephone numbers
Retention period:	Kept until officer changes role or leaves the organisation.
Performance and system Monitoring
Use:	Performance and system monitoring
Data collected:	• IP Address • Network user ID
Retention period:	5 years
Staff management
Use:	Staff Management
Data collected:	• Name • Job Title • Work Address • Telephone numbers • Employment details and skills • Vetting Status • Appraisals
Retention period:	Kept until officer changes role or leaves the organisation.
Data Security
Use:	Data Security – to ensure data security, backups of all data is taken on a regular basis
Data collected:	All the above
Retention period:	Back up information is retained for 14 days.
Economic Affairs
Use:	The Cabinet Office will use your information to fulfil its statutory functions set out in the Census Act 1929, the Census Order 2016, and Census Regulations 2016. Information is also collected under the Statistics Act 1929 for the purposes of preparing statistics. Data is also collected through voluntary surveys.
Data collected:	We may collect from you, for census purposes: • Name • Address • Whether you were a visitor or resident on census night • Your relationship in the household to the head of household • Date of Birth • Sex • Whereabouts on census night • Nationality • Place of birth • Whether a your parents were born in the UK, if you were born in the Isle of Man • Whether your parents were born in the Isle of Man, if you were born in the UK • When your period of residency began • Where you lived prior to beginning your residency • What kind of employment you are in, if you are in work • Reason for not being in work, if you are not • Job title • Job description • Location of employment • Name of employer • Description of employer • Whether you require a work permit, and the duration of that work permit if applicable. For the purposes of other surveys, we may collect the following data: • Sources of income • Household spending • Current employer
Retention period:	Census Data: Permanent. Data is retained as a Public Record by the Public Records Office (which is kept confidential until 100 years have passed) and Economic Affairs maintains the census databases indefinitely in order to produce demographic information as required. Earnings Survey: 12 months after end of survey Household Income and Expenditure Survey: 7 years after end of survey in agreement with Financial Regulations (due to incentive payments). Data is anonymised after this point.
Council of Ministers Public Appointments
Use:	The Cabinet Office will use your information to: • Form part of the selection and appointment process to the Statutory Board or Body the application documents refer • The information will be shared with the representative stakeholder(s) from the Statutory Board or Body the application documents refer
Data collected:	• Public Appointments application form • Curriculum Vitae • Documents relating to the application process • Public Appointment Registration Form
Retention period:	Public Appointments application form, Curriculum Vitae, Documents relating to the application process: Up to six months following the date of appointment Public Appointment Registration Form: A request for removal is received or the address is no-longer valid.
Crown Appointments
Use:	The Cabinet Office will use your information to: • process your application for a Crown Appointment; and • the information will be shared with the Selection Panel to assist in making a recommendation to Her Majesty The Queen through the Ministry of Justice.
Data collected:	• Crown Appointment application form • Curriculum Vitae • Documents relating to the application process
Retention period:	Application forms, CVs, supporting documents, personal references and interview notes will be retained for a period of six months for unsuccessful applicants following confirmation of the date of appointment or indefinitely for successful applicants, as a matter of public interest, in line with statutory requirements and confidentiality.
Elections
Use:	The Cabinet Office will use your information to fulfil statutory functions set out in the Registration of Electors Act 2006 to prepare, maintain and revise the registers of persons entitled to vote at elections. The Cabinet Office will also use information from candidates standing for election to fulfil statutory responsibilities under the Representation of the People Act 2015
Data collected:	We may collect from you: • Name • Address • Date of Birth • Whether you are Jury exempt • Whether you wish to opt out of the Edited Register • Whether you wish to be flagged as Head of the Household • Details of proxy voters' appointed by electors
Retention period:	Electoral Registration forms: Previous Canvass forms destroyed during the month prior to the commencement of a new Canvass. Returned mail & correspondence to and from electors: 12 Months Information on deceased electors: 12 Months Electoral Registers: 12 Months Proxy Applications: 12 months
Office of Human Resources
Use:	As part of any recruitment process, the Office of Human Resources (OHR) collects and processes personal data relating to job applicants. OHR collects and processes personal data relating its employees to manage the employment relationship. OHR is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
Data collected:	OHR collects and processes a range of information about you during the recruitment process and throughout the lifecycle of employment. This includes: • your name, address and contact details, including email address and telephone number, date of birth and gender; • details of your qualifications, skills, experience and employment history; • Details of your professional registration; • information about your current level of remuneration, including benefit entitlements; • whether or not you have a disability for which OHR needs to make reasonable adjustments during the recruitment process; • information about your entitlement to work in the Isle of Man; • the terms and conditions of your employment; • details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with OHR; • information about your remuneration, including entitlement to benefits such as pensions or insurance cover; • details of your bank account and national insurance number; • information about your marital status, next of kin, dependents and emergency contacts; • information about your nationality and entitlement to work in the Isle of Man; • information about your criminal record; • details of your schedule (days of work and working hours) and attendance at work; • details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave; • details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence; • assessments of your performance, including appraisals, performance reviews and ratings, performance improvement plans and related correspondence; • information about medical or health conditions, including whether or not you have a disability for which OHR needs to make reasonable adjustments; and • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
Retention period:	Prior to 27.04.2018 our retention periods were based upon differing criteria and as such we may hold historic data for longer than the periods set out in this notice. If you have any queries about the data we hold about you, please contact our DPO at DPO-CabOff@gov.im Job Applications: Unsuccessful applicants - 12 months from date of decision Job Applications: Successful applicants - 12 months from date of decision. Information pertinent to the ongoing employment relationship will be transferred to the employees personnel file Pre-employment: Unsuccessful candidates - 12 months from date of decision Pre-employment: Successful candidates – 6.5 years from last day of service Pre-employment: Work Permit - successful candidates - 12 months from date employee became an IoM worker Employment Records: Personal Details – 6.5 years from last day of service Employment Records: Personal Information - 12 months from last day of service Employment Records: Personnel file – 6.5 years from last day of service Disciplinary/Fairness at Work/Capability/Grievance Records (unproven and insufficient evidence to support): 12 months from date of decision Pay Records: Pay – 13 years from financial year end Pay Records: Pension - 12 years from the date benefit ceases Equal Opportunities: 6 years from last day of service General Correspondence: 0 months - 12 months Health Records: 6.5 years from last day of service Employment Records: Temporary Injury Allowance (refused), PSPA appeal outcome (refused): 12 months from date of decision H&S: Accident books, accident records/report/Young Adult: 3.5 years / until that person reaches the age of 21 from date of the last entry H&S: Accident Records – 3.5 years from date of the last entry H&S: Medical Records and details of biological tests under the Control of Lead at Work Regulations. Medical Records as specified by the Control of Substances Hazardous to Health Regulations 1999 & 2002 (COSHH) – 40.5 years from date of the last entry H&S: Medical Records under the Control of Asbestos at Work Regulations: medical records containing details of employees exposed to asbestos and medical examination certificates: Medical Records – 40.5 years from date of last entry / Medical Certificates 4 years from date of issue H&S: Medical Records under the Ionising Radiations Regulations 1999 - Until the person reaches 75 years of age, but in any event at least 50.5 years from date of the last entry
Freedom of Information
Use:	The Cabinet Office collects and processes your personal information to allow public authorities to respond to requests for information made under the Freedom of Information Act 2015.
Data collected:	The personal data you are asked to provide will include: • Name • Address • Telephone number • E-mail • Organisation (if applicable)
Retention period:	Freedom of information requests: Your information will be held by the Cabinet Office and iCasework Limited for the purposes of processing your request for a period of one year after your request has been closed.
Welcome Centre
Use:	The Cabinet Office (Welcome Centre) will use your information to: • To create a travel card • To issue a theatre or cinema tickets • To issue a ticket for IOM Railway events • To issue a proof of age card • To issue an ID Card • Help with Isle of Man Government Online Services. • Payment of invoices • Issuance of fishing licenses The Cabinet Office will check and verify the data you provide to us in respect of identification cards and proof of age cards.
Data collected:	The personal data you are asked to provide may include: • Name • Address • Telephone number • E-mail • Proof of age • Organisation (if applicable)
Retention period:	Financial transactions data: Financial transactions records are kept in line with IOMG Financial Regulations Routine data for service delivery: Routine data is held for no longer than 12 months unless there is a substantive reason otherwise.
Passports
Use:	The information you provide to the Passport Office is used to: • make a decision on your passport application • help prevent and detect crime • provide statistical analysis • to assist with the training of Passport Officers
Data collected:	• Name • Address • Telephone number • E-mail • Nationality • Date of Birth • Such other personal identifying information in relation to a passport application.
Retention period:	Passport Application in paper form with any documents given in support: Paper application including photograph and any relevant supporting documents are retained no longer than 6 months after the application has been scanned as an image to internal systems. Scanned copy of paper passport applications: 30 Years from date of issue of passport Electronic Passport records held on Passport System Main Index: Retain for 80 years from date of issue Failed/withdrawn passport applications: Up to 6 months from date of application LS01 form (paper): Retained for 28 days once scanned to HMPO database then destroyed. Recovered passports sent to IOM Passport Office: If passport contains no evidence of fraud, it is cancelled on the passport system then physically and securely destroyed within 28 days If passport contains evidence of fraud, it is retained for duration of any subsequent criminal investigation
Immigration
Use:	The information you provide to the Immigration Office is used to: • make a decision on your visa application • help prevent and detect crime • provide statistical analysis of immigration in the Isle of Man • to assist with the training of Immigration Officers
Data collected:	• Name • Address • Telephone number • E-mail • Nationality • Date of Birth • Such other personal identifying information in relation to an Immigration application.
Retention period:	Visit visa applications: Not retained by Isle of Man Immigration Tier 1: 5 years and 6 months Tier 2 (General): 5 years and 6 months Tier 2 (ICT) Short & Long Term: 5 years and 6 months Isle of Man Worker Migrant: 5 years and 6 months Isle of Man Worker ICT Migrant: 5 years and 6 months Tier 4: 6 months after grant of leave expires Tier 5: 6 months after grant of leave expires Fiancé/Unmarried partner/spouse: 3 years and 6 months Indefinite Leave to Remain (ILR): 25 years or 6 months after naturalisation as British Citizen (if applied for) NTL: 3 years EEA Family: 3 years EEA Permanent Residence: 3 years NQ Form: 2 years TOC: 3 years Tier 4 Student – up to 6 months: 2 years Tier 4 Student – longer than 6 months: 3 years Refusals: 2 years from date of last action Appeals: 2 years from date of last action Enforcement files: 7 years from date of last action Sponsor licence application: 1 year from date of expiry/revocation/cancellation Certificate of Sponsorship Application: 1 year from date of expiry/revocation/cancellation Confirmation of Acceptance of Studies Application: 1 year from date of expiry/revocation/cancellation
Nationality
Use:	The information you provide to the Nationality Office is used to: • make a decision on your application for British nationality • help prevent and detect crime • provide statistical analysis of immigration in the Isle of Man • to assist with the training of Nationality Officers
Data collected:	• Name • Address • Telephone number • E-mail • Nationality • Date of Birth • Such other personal identifying information in relation to a nationality application.
Retention period:	Paper application forms: 25 Years from date of ceremony Supporting financial documents: 28 days from date of ceremony CCTV images of biometric enrolment process: 28 days from date of interview
Dialogue public feedback website
Use:	The information you provide on the Dialogue public feedback website is used to seek feedback. The Cabinet Office will use your email address: • For the purposes of administering your access to Dialogue and to enable you to post and share an idea online, whether this is for a public challenge or staff suggestion challenge. • The registration process offers the option on whether to 'opt in' to permit us to contact you from time to time using the email address used to register on the site.
Data collected:	• Email • Username • Password
Retention policy:	Your personal data on reports downloaded from Dialogue: The duration of the challenge + two years after, as part of the project records. Any email exchange relating to access, ideas or clarification: The duration of the challenge + two years after, as part of the project records.
Consultation Hub (Citizen Space)
Use:	The Cabinet Office will use your personal data: • To form part of the verification process to ensure the user is an individual in order to prevent incorrect or fraudulent use of the system. • To contact you to engage further with the consultation process or survey.
Data collected:	On every Consultation Hub Consultation/survey: • Name • Email address • Organisation • IP address Consultations or Surveys may occasionally require the following additional information if it is considered necessary for the consultation process; • Position in Organisation/job title • IOM Residence • Address • Telephone Number
Retention period:	Your personal data on Management reports downloaded from the Consultation Hub: Your data will be held until closure of the Consultation on the Hub + one year, as part of the consultation records. Any email exchange relating to access, ideas or clarification: Held until closure of the Consultation on the hub + one year after, as part of the consultation records. Your data on Citizen Space (Consultation Hub software): The duration of the Consultation + one year after, as part of the consultation records.
Government House
Use:	The information you provide is used for: • Invitations to functions • Anniversary and Birthday Messages • Honours and Awards • Arranging Outside Engagements
Data collected:	• Name, address and telephone number • Email address • Birth or Marriage details – for validation purposes only, when required Food Intolerances, where required, for guest list use
Retention period:	Guest Lists and outside engagement forms are kept for historic purposes in accordance with the Public Records Act 1999.
International Development
Use:	The information you provided is used to: • Process your International Development application and award a grant, where necessary. • Contact you regarding your current application or to contact you to ascertain your future interest in additional International Development funding streams.
Data collected:	• Name, • Address, • Email address
Retention period:	ID funding stream records are kept in line with IOMG Financial Regulations.
Planning policy
Use:	The Cabinet Office will use the information you provide to: • Prepare and review development plans such as the Isle of Man Strategic Plan and he Area Plans.
Data collected:	• Name • Email address • Property/site address • Contact telephone number (if required) • Documentation pertaining to the preparation of planning policy
Retention period:	3-5 years depending on statutory requirements as per schedule 1 of the Town and Country Planning Act (1999)
Corporate Communications
Use:	The Cabinet Office will use your information to: • Form part of media releases (e.g. newspapers and radio stations) • Provide communications services to the IOM Government
Data collected:	• Photography • Film • Documents relating to the production of media releases and communication services
Retention period:	Photography, Film: Up to 12 months following their use. Note: Once published, these items may be in circulation for extended periods. Consent Forms: Up to 6 months following their use.
Safeguarding
Use:	The Cabinet Office will use your information to: • Fulfil its statutory functions set out in the Safeguarding Act 2018.
Data collected:	• Name • Telephone numbers • Email • Address • Next of kin • Documentation related to safeguarding procedures and casework.
Retention period:	General administrative documentation is held for up to 12 months, unless there is a statutory obligation to hold for longer. Documents pertaining to safeguarding matters are held in line with the Safeguarding Act 2018
Planning Appeals
Use:	The Cabinet Office will use your information to: • Fulfil its statutory functions set out in the Town and Country Planning Act 1999. • Facilitate the administration of planning appeals.
Data collected:	• Name • Telephone numbers • Address • Email • Documentation related to planning appeals (e.g. letters of objection, support)
Retention period:	Planning appeal files are kept for five-years, in accordance with the Town and Country Planning Act 1999 and the Public Records Act 1999.
Corporate Complaints
Use:	The Cabinet Office will use your information to: • Correspond with you regarding your complaint. • Correspond with service areas to seek resolution or clarification.
Data collected:	• Name • Telephone number • Address • Email
Retention period:	Corporate complaint correspondence is kept for up to 12 months, unless subject to other proceedings.

Our legal basis for processing your information

We will only process your personal information if there is a legal reason for us to do so. We may rely on:

Your consent – if we rely on your consent to process your information you may withdraw your consent at any time by contacting the Data Protection Officer
The need to meet a legal obligation in carrying out statutory government functions
The need to meet a request you have made for information or a service
The need to prevent or investigate suspected or actual violations of law
The need to retain information for historical or archiving purposes by the Public Record Office under the Public Records Act 1999 – more information on retention is available from the Public Record Office

Types of personal information we collect about you

Depending on how you interact with us we may process different information about you. Below you will find an overview of the categories of information that we may collect.

Information you provide to us directly

Category of information	Examples of that type of information
Personal details	Name, email address, telephone number, address
Account login information	Login ID, password, or security questions
Employment details	Past, current and prospective employers, amounts paid, pension scheme details
Financial information	Invoice number, amount, and financial documentation in support of International Development funding applications.
Government identifiers	Driving licence number, National Insurance number
Other information	Feedback, comments, complaints, enquiries
Personal identification information	Title, date of birth, nationality, gender
Education and training details	Academic qualifications, training courses undertaken or to be undertaken, CPD details
Family, lifestyle and social circumstances	Dependents, marital status, next of kin and contact details

We may also process certain special categories of information for specific and limited purposes such as detecting and preventing crime or the completion of the annual Census, for which the Cabinet Office is responsible. We will only process special categories of information where we have obtained your explicit consent or are otherwise lawfully permitted to do so. This may include:

Information about racial or ethnic origin
Political opinions
Religious or philosophical
Genetic data, biometric data
Criminal proceedings, outcomes and sentences;
Details of Civil, Family and Tribunal cases
Offences (including alleged offences)

Information we collect automatically

When you visit or use our website we may collect information sent to us by your computer, mobile phone, or other device. For example we may collect:

Category of information	Examples of that type of information
Device information	Hardware model, operating system version, IP address
Log information	Time and duration of visit
Other information	Links you click, location
Tracking information	When you visit this site we use cookies that do not collect any personal information. Read more about how we use Cookies

How long do we keep your personal information

We will only keep your information for the minimum time necessary.

This may be to:

Respond to an enquiry from you
Continue to give you access to a service you have requested that is provided by another Department, Board or Office
Confirm the transfer of information to the Department, Office or Board providing a service you have requested
Meet Isle of Man Government Financial Regulations
Meet statutory requirements
To analyse the use and quality of our services and to make improvement

Records are only retained for longer term periods if their retention can be justified for statutory, regulatory, legal or security reasons or for their historic value.

How we keep your personal information secure

The security and confidentiality of your information is very important to us.

We will ensure that:

Safeguards are in place to make sure personal information is kept securely
Only authorised staff are able to view your information
Maintain security of the systems which hold personal information in line with ISO27001 standard
We comply with the requirements of the PCI Security Standards Council

We may share your information:

With or between other Government Departments, Boards and Offices to provide a service or information you have requested, where there are arrangements in place to do so
The police or law enforcement agencies where there is a legal requirement to do so
The courts on production of a valid court order

We will not sell to, or share, your personal information with other companies, organisations or individuals.

Individual Departments may share your personal information with other companies, organisations or individuals where there is a legal requirement to do so.

Your personal information will not be disclosed to any third party without your prior consent or where required to do so by law.

Your rights

To ask if we hold personal information about you

You can ask to see what information we hold about you by submitting a ‘Subject Access Request’ to the Cabinet Office Data Protection Officer.

You can review your personal information and ensure it is accurate

Where possible we will provide you with access to the information we hold about you so that you can view this information and provide a means for you to have this information changed if it is not accurate.

Alternatively you can ask for the information we hold about you to be changed by making a request to the Cabinet Office Data Protection Officer.

To remove your personal information

In certain circumstances you can ask for your information to be deleted. Please note that as part of the Isle of Man Government statutory functions some information may need to be retained.

You can request this by contacting the Cabinet Office Data Protection Officer.

To make a complaint

If you are unhappy with the way we deal with your personal information you can submit a complaint to the Cabinet Office Data Protection Officer who will work with you to resolve any issues.

Email address: DPO-CabOff@gov.im

Telephone: +44 1624 686779

DPO, Cabinet Office
Government Office
Buck's Road
Douglas
Isle of Man
IM1 3PN

The Isle of Man’s Information Commissioner is the independent supervisory body responsible for upholding the public's information rights and promoting and enforcing compliance with the Island's information rights legislation.

You have the right to request the Information Commissioner to undertake an assessment as to whether the processing of your personal data has been carried out in accordance with the provisions of the Manx Data Protection Legislation.

Will this privacy notice change

This Privacy Notice may change. We will not reduce your rights under this Privacy Notice without your consent. If any significant change is made to this Privacy Notice we will provide a prominent notice on this website so that you can review the updated Privacy Notice.

This Privacy Notice may be replaced, or more information added, when you send feedback, ask to use a service online or make a payment for a service through our website.

This privacy notice was last updated in July 2018.

How to request access to your personal information

Under the Data Protection Act 2018 you have a right of access to your personal data and to check the accuracy of that data by making a Subject Access Request.

A subject access request is made by contacting the Data Protection Officer (DPO) of the Department, Office or Board that collects the information.

To make a request of the DPO for the Cabinet Office contact: