Covid-19 Coronavirus

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:

  • Crown and External Relations
  • Policy Development
  • Health and Care Transformation
  • Office of Human Resources (OHR)
  • IOM Border Service
  • Strategy and Project Delivery
  • Public Health Directorate
  • Government Technology Services (GTS)

How and why we ask you to share your personal information

Government Technology Services  |  Economic Affairs  |  Council of Ministers Public Appointments  |  Crown Appointments  |  Elections  |  Office of Human Resources  |  Welcome Centre  |  Passports  |  Immigration  |  Nationality  |  Dialogue |  Consultation Hub  |  Government House  |  International Development  |  Planning Policy  |  Corporate Communicaitons  |  Safeguarding  |  Planning Appeals  |  Corporate Complaints | Staff Welfare | COVID-19 111 & Contact Tracing Service | Public Health | Independent COVID Review

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: This Privacy Notice explains why the Electoral Registration Team (Cabinet Office) is collecting your personal, data, what your data will be used for, and any third parties that we work with.

The Cabinet Office is the Data Controller, who has appointed the CO DPO (CO-DPO@gov.im)
Why we are able to process your information:

The Cabinet Office is legally obliged to collect this data, which is then used to prepare and maintain the Electoral Register, as set out in the Registration of Electors Act (2020).

What purpose we are processing it for:

To prepare, maintain and revise the registers of persons entitled to vote at elections.

To supply a copy of the register to a credit reference agency which is registered under Part III of the Consumer Credit Act 1974 (an Act of Parliament) (by virtue of section 147 of that Act) and which is carrying on the business of providing credit reference services, as set out in the Registration of Electors Regulations 2021.
Whether you have to provide it to us:

It is a legal requirement to respond to the annual canvass, even if an individual chooses not to exercise their democratic right to vote.
Whether there are other recipients of your personal information:

For the purpose advised, the Cabinet Office have engaged two service providers:
  1. For postal, scanning and logistics services:
    Isle of Man Post Office Postal Headquarters, Spring Valley Industrial Estate, Douglas, Isle of Man, IM2 1AA.

    Contact Details: Isle of Man Post Office Data Protection Officer, Postal Headquarters, Spring Valley Industrial Estate, Douglas, Isle of Man, IM2 1AA, Email: dpo@iompost.com, Telephone: +44 1624 698485.

  2. For operation of online / E-Canvass:
    Isle of Man Government Technology Services

    Contact Details: 3rd Floor, Markwell House, Market Street, Douglas, Isle of Man, IM1 2RZ
Isle of Man Post Office (IOMPO):
  • IOMPO assemble registration forms using the information provided by the Cabinet Office – including barcodes, addresses, and information required to populate the register.
  • Once the form is returned, IOMPO scan, sort and transpose information to the Electoral Registration Team using a verified, secure platform.
  • IOMPO's processing is limited strictly to the provision of these services.
  • Personal information is not shared with other subsidiaries of the IOMPO.
  • Information is not transferred outside of the Isle of Man.
  • Information is not subject to automated decision-making or profiling.
Electoral Candidacy

The Cabinet Office will also use information from candidates standing for election to fulfil statutory responsibilities under the Elections (Keys and Local Authorities) Act 2020.
Postal voting

The Elections (Keys and Local Authorities) Act 2020 allows a person who is or will be entitled to vote at an election to apply to the deputy returning officer of the appropriate constituency in the case of a national election, to vote, by post, in advance of the election. The Chief Secretary is the Returning Officer for national elections. In exercise of the powers conferred by section 64 of the Elections (Keys and Local Authorities) Act 2020, the Chief Secretary may by writing under his or her hand appoint one or more deputy returning officers in respect of each constituency.
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

Information will only be shared without consent if there is an express lawful basis for doing so.

Under Schedule 2 of the Elections (Keys) Regulations 2021, if you make an application for a postal vote we will collect the following information in order to process your application:

  • The full name of the applicant
  • The applicant's date of birth
  • The address in respect of which the applicant is registered
  • An address to which a ballot paper is to be sent and
  • The elector's signature
Cabinet Office 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

Postal Vote 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
Staff Welfare (OHR)
This privacy notice explains what information the Staff Welfare collects and what that information is used for. Staff Welfare is an autonomous part of the Office of Human Resources (OHR), a Division of the Cabinet Office.

How and why we ask you to share your personal information

Staff Welfare needs to process personal information to provide support services to Isle of Man Government employees.

You are under no statutory or contractual obligation to provide your personal information to Staff Welfare however, if you do not provide your information, we may not be able to offer our services properly or at all.

Our legal basis for processing your information

We process your personal information on a consent basis. You may withdraw your consent at any time by contacting staffwelfare@gov.im.

Types of personal information we collect about you

Below you will find an overview of the categories of information that we may collect.
  • We collect personal information from you when you enquire about our counselling services in order to set up an initial appointment. This information includes contact details and other relevant personal information.
  • We make notes after each counselling sessions which act as an aide memoire and are kept securely by each individual counsellor.
  • Communications between the counsellor and client to arrange appointments or send information e.g. texts or emails.
  • Once a client finishes counselling, all data regarding their counselling is destroyed. However we do keep a referral book for up to 12 months which contains names of clients which is stored securely.
  • All Staff Welfare Officers are required to receive clinical supervision. This is confidential and anonymised and no personal information is shared.
  • Your personal information will be used only to provide you with our services and to give you information relating to our services. We will not share your personal details with any other person or organisation without your knowledge and permission, unless there is a legal requirement, such as if there is a child or adult safeguarding issue, a perceived risk of harm or a serious illegal activity has come to light.

Information you provide to us directly

Category of Information:  Personal details
Example of that type of information:  Name, email address, telephone number, address

Category of Information:  Employment details
Example of that type of information: Isle of Man Government Department

How long do we keep your personal information?

Once a client finishes counselling, all data regarding their counselling sessions is routinely destroyed. However we do keep a referral book for up to 12 months which contains names of clients which is stored securely.
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
• Issue a variety of concession cards such as Senior Citizen 60+ cards, DSC Disability Concession Passes and Manx Blind Welfare cards
(subject to satisfying the necessary checks by the Department of Health and Social Security and the Manx Blind Welfare Society respectively)
• Pay for school music lessons
• Pay excess parking fines
• Provide the use of an Online room with 4 computers and internet access
• Provide telephone support for all the services listed abiove. 
• Operate the Covid-19 Community Support and Whistleblowing Helpline 686262. Calls to this line will be recorded for quality assurance purposes and to provide information to police or law enforcement agencies where there is a legal requirement to do so. Please note calls are not currently being recorded.

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.
Independent Safeguarding Board
Use: Safeguarding Privacy Notice 

This Privacy Notice explains why the Independent Safeguarding Board (administratively supported by Cabinet Office) is collecting your personal, data, what your data will be used for, and any third parties that we work with. 

The Cabinet Office is the Data Controller, who has appointed the CO DPO (CO-DPO@gov.im) 

Why we are able to process your information

The Independent Safeguarding Board (CO) is able to process your information to provide the functions outlined in the Safeguarding Act (2018). 

What purpose we are processing it for

To deliver safeguarding functions including case support, training, referral and analysis.  

Whether there are other recipients of your personal information 

For provision of specialised training courses, the Independent Safeguarding Board (CO) is supported by: 

For provision and hosting of Safeguarding Training: 

Trix Online (part of the Signis Group), Unit 1150, Elliott CourtCoventry Business Park, Coventry, CV5 6UB 

Contact Details: c/o Data Protection Officer, Signis Group info@trixonline.co.uk 

For hosting and provision of website services: 

Webcertain Group, Northminster Business Park  York, YO26 6QW 

Contact Details: c/o Data Protection Officer, Webcertain Group privacy@webcertain.com  

What do these service providers process my data for? 

Trix Online: 
  • Trix provides a safeguarding training software solution.
  • Processing is limited strictly to the provision of this service.
  • Personal information is not shared with other subsidiaries of the Signis Group.
  • Information is not transferred outside of the British Isles.
  • Information is not subject to automated decision-making or profiling.
Webcertain:
  • Webcertain provides the hosting of the Independent Safeguarding Board’s webpages
  • Processing is limited strictly to the provision of this service.
  • Personal information is not shared with other subsidiaries of the Webcertain Group.
  • Information is not transferred outside of the British Isles.
  • Information is not subject to automated decision-making or profiling.
Data collected: We may collect from you:

• Name
• Address
• Date of Birth
• Employment/Role/Position 

Information will only be shared without consent if there is an express lawful basis for doing so.
Cabinet Office Retention period: How long we store your information for

Safeguarding Training Records: 12 Months

Routine correspondence: 12 Months

Case files: Held as long as the case requires, 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 informationExamples 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 informationExamples 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

COVID-19

Due to the unprecedented circumstances of COVID-19 we are working hard to prioritise the delivery of essential front-line services to our most vulnerable people and communities. 

Public authorities, especially those providing frontline and critical services, may need to divert resources to priority work areas with consequential impacts on other areas such as the handling of Subject Access Requests. Your statutory rights are important to us and remain unchanged. Please note however that you may experience delays in our response to your request. We will inform you of any extension to the period for responding and the reasons for the delay.

If you are able to narrow the scope of your request that would be very helpful and may mean we can respond to you more quickly. In addition you may want to reconsider whether your request can be resubmitted at a later date once the impact of COVID-19 has eased.

We will be alert to any guidance from the regulator, the Information Commissioner, as the situation changes, to ensure that we comply with any guidance or changes to information rights.

For more information on Coronavirus (COVID-19), see gov.im/coronavirus.

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:

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

Email: DPO-CabOff@gov.im
Phone: +44 1624 686779

Subject access requests must be responded to promptly and in any event within a maximum of 1 month.

The Information Commissioner is the independent authority responsible for upholding the public's information rights and promoting and enforcing compliance with the Island's information rights legislation. Further information can be found on the Information Commissioner's website.

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 Data Protection Act 2018.

Privacy notice in relation to Freedom of Information requests

Isle of Man Freedom of Information Act 2015 ('FOIA')

The Freedom of Information Act 2015 (FOIA) gives Isle of Man residents a legally enforceable right to obtain access to information held by a Public Authority.  This is subject to certain exemptions and practical refusal reasons.

Find out more information on the FOIA including how to make a request to us. You can also use this link to view previous requests and their responses.

We are the controller for the personal data you provide to us when making a FOI request to the Cabinet Office. 

Legal basis for processing your information

We need your personal information (such as your name and contact details) to process and respond to you about your Freedom of Information request.  In some cases, we may ask for proof of identification, and proof of residency, so that we can comply with the FOIA.

We must have a legal basis (a lawful reason) to process your personal data, which is submitted by you when you make a Freedom of Information request.  The legal basis for processing your information when you make a request is that it is necessary for us to comply with the law (FOIA), or that it is necessary for us to perform a public task in the public interest.  This is set out in Articles 6(1)(c) and (e) of the Schedule to the Data Protection (Application of GDPR) Order 2018 – this legislation is sometimes called 'the Applied GDPR'). 

Sharing information

FOI requests have to be submitted on a form prescribed by the Chief Executive Officer (Isle of Man Government) in order to be valid and accepted under the FOIA.  You can either submit a request using the form online or a paper version, which is available by contacting our Data Protection Officer (see below for contact details).

When we process FOI requests made using the Online Services Portal on the Isle of Man Government website, a system called iCasework is used to process your request. The iCasework system is provided by a company called Civica UK Limited.  This system stores information such as: 

  • Your name
  • Your address
  • Your telephone and email address
  • Your company name, if you are requesting information on behalf of an organisation
  • Your request – we do not recommend putting any personal information into your request, if you are not sure what to include in your request, please contact us on coicaseworkfoi@gov.im for assistance
  • If requested proof of residency from you 

Civica UK Limited act as a Processor on behalf of all the Public Authorities. Civica UK Limited use the information held in the iCasework system for the purpose of providing a system to manage freedom of information requests and to transfer this information to the relevant public authority. The information you provide to Civica UK Limited will be kept secure and confidential.

Access to your information is limited to authorised staff members within our Department. The Department of Home Affairs (DHA), through the Office of Cyber Security & Information Assurance (OCSIA), has been contracted by the Public Authorities to manage system access on their behalf. The DHA through OCSIA will only access personal data held on the iCasework system when explicit written instructions are provided by a Public Authority. 

If you are unhappy with the response to your Freedom of Information request 

If you are dissatisfied with the response to your request for information, or the way your request was handled, you have the right to request the public authority to undertake a review.

If you are still unhappy following the review, you can complain about your request to the Information Commissioner’s Office. In this case the Public Authority to whom you have submitted your request will need to share information, such as emails we have sent or received from you with them so that the Information Commissioner can investigate the complaint.

Storing your information

Your personal information will be held in iCasework for 12 months after the Public Authority has closed your request, or if you requested a review of your request, your personal information will be held in iCasework for 36 months after the Public Authority has closed your request.

After this time, the request will remain on the iCasework system, but all your personal information you provided at the time of the request will be deleted.

Your rights

The Applied GDPR (data protection legislation) provides you as a data subject with some rights to be informed of the processing of your personal data, including the right to access that data and information about the purposes for processing.  

This includes a right to correct (rectify) any information a public authority holds, or to restrict it in certain circumstances. 

As the public authority is processing your data in order to comply with its legal obligations, certain of the data protection rights do not apply, including the right to have your data deleted (erasure), transferred to another provider, the right to object to the processing, and be informed about automated decision making.  When using the iCasework site or dealing with FOI requests, a Public Authority does not make automated decisions or profile your data. 

Data Protection Officer

If you have any questions about how we process your personal information, you can speak to our Data Protection Officer regarding your rights.

Email: DPO-CabOff@gov.im

Phone: +44 1624 686779

In writing to: 

Data Protection Officer
Cabinet Office
Government Office
Bucks Road
Douglas
Isle of Man
IM1 3PN

Details of rights under the data protection legislation can be found in our general privacy notice.

If you have submitted a request to another Public Authority, you should review the privacy information for that Public Authority.

Additional information 

Isle of Man Government Freedom of Information

Freedom of Information Act 2015 - legislation

Information Commissioner’s Office – Freedom of Information guidance page

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