Data Privacy Notice: Judicial Office Communications Team

Judicial Office Communications Team – 11 August 2020

What is the purpose of a privacy notice

A privacy notice sets out the standards that you can expect from the Judicial Office when we request or hold personal information (personal data) about you; how you can access your personal data; and what you can do if you think the standards are not being met.

Who are we?

We are Judicial Office Communications Team and are part of the Judicial Office. The Judicial Office is an Office of the Ministry of Justice (MOJ) which is made up of civil servants who together provide services for the Judiciary of England and Wales. The Judicial Office processes data as: a data controller in its own right; on behalf of a judge or judges who is a data controller. This Privacy Notice applies in both circumstances.

We will ensure that we process your personal data:

fairly and proportionately;
in line with any current guidance and other publications of the Information Commissioner;
only in ways that are relevant for the purposes for which it is to be used;
accurately, so that it is complete, up to date, and kept up to date;
so that it is kept for no longer than is necessary for its declared purpose;
protected by reasonable security safeguards against such risks as loss or unauthorised access, destruction, use, modification or disclosure of data.

Our right to change our Privacy Notice

We may make changes to our Privacy Notice from time to time. When we do so we will place our changed Privacy Notice on the website www.judiciary.uk. We will make clear any changes we have made to our changed Privacy Notice. We will always put the date of our Privacy Notice in its heading so that you can easily find this information.

What is your personal data?

Personal data is any information about a living individual that can be used to identify them. It includes identifiers such as Name, Date of Birth, Personal characteristics such as gender and ethnic group, qualifications and absence information.

It may also include what are known as special categories of personal data. This is information concerning: racial or ethnic origin, political opinions, religious or philosophical beliefs, TU membership, genetic or biometric data, health data, data concerning your sex life or sexual orientation.

Identification can be by the information alone or in conjunction with any other information in our possession or likely to come into our possession.

The personal data we collect from you includes:

your Internet Protocol (IP) address, and details of which version of web browser you used
information on how you use the site, using cookies and page tagging techniques

What do we mean by processing?

When we refer to processing we mean any activity we perform on or with your personal data such as collection, storage, adaptation, or other use.

How do we process your personal data?

We will process your data in accordance with the General Data Protection Regulation and Data Protection Act 2018. This means we will keep personal data up to date; store and destroy it securely; not collect or retain excessive amounts of data; protect it from loss, misuse, unauthorised access and disclosure; and ensure that appropriate technical measures are in place to protect personal data.

On what basis do we process your personal data?

We will only use and process your personal data when and how the law allows us to.

The law allows us to process your personal data as it is necessary for us to do so in the public interest or the exercise of official authority. The public interest is the administration of justice.

The law also allows us to process your data with your explicit consent. Where we do so we will ask you for that consent before we process your data. You are under no obligation to give consent if we ask for it. If you give consent you may withdraw it at any time.

How we collect your personal data

We will collect your personal data using an online form.

We also use Google Analytics software to collect information about how you use www.judiciary.uk and its subdomains. This includes IP addresses. The data is anonymised before being used for analytics processing.

Google Analytics processes anonymised information about:

the pages you visit
how long you spend on each page
how you got to the site
what you click on while you’re visiting the site

We do not store your personal information through Google Analytics (for example your name or address).

We will not identify you through analytics information, and we will not combine analytics information with other data sets in a way that would identify who you are.

We continuously test and monitor our data protection controls to make sure they’re effective and to detect any weaknesses.

How we use your personal data

We use your personal data to deliver email alerts to you.

We may collate, process, disseminate and publish statistics based on an aggregation of data held on our files provided the data relating to any individual may not be identified from the resulting analysis

We collect information through Google Analytics to see how you use the site. We do this to help:

make sure the site is meeting the needs of its users
make improvements, for example improving site search

Sharing your personal data

We may share your personal data with other parts of the Judicial Office.

We will not share information about your data with third parties for example organisations outside of the Judicial Office and Ministry of Justice without your consent unless we are under a legal obligation to do so.

Updating your personal information

You can update your personal data using an online web form or by emailing us.

Processing of special categories of personal data

The Judicial Office Communications Team does not process special categories or data concerning health.

Further processing

We may wish to use and process your personal data for a new purpose not set out in this Privacy Notice. Should we do so we will contact you to let you know about how we wish to use your personal data and where necessary we will seek your prior explicit consent to the new processing.

Website cookies policy

The cookies policy for this website is available on the judiciary website.

Security

The security of your Personal Data is very important to us. We will ensure that we have in place appropriate technical and organisational measures to prevent unauthorised or unlawful processing of Personal Data and against accidental loss or destruction of, or damage to Personal Data.

Your rights and your personal data – the subject information rights

Unless subject to an exemption – in respect of your personal data you have a number of subject information rights. These are:

the right to request that we correct any personal data if it is found to be inaccurate or out of date;
the right to request your personal data is erased where it is no longer necessary for us to retain such data;
the right to withdraw your consent to the processing of sensitive information at any time;
the right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
the right to lodge a complaint with the Information Commissioner’s Office.

Access to personal information

You can find out what personal data we hold about you by making a ‘subject access request’. If you wish to make a subject access request in respect of data that the Judicial Office has processed as a data controller, please contact:

Disclosure Team, Post point 5.22, 102 Petty France, London, SW1H 9AJ

Email: data.access@justice.gov.uk

Retention and Destruction of Personal Data

Your personal data will not be kept longer than it is necessary.

Contact details and further information

Please contact us if you have any questions about this Privacy Notice or how the Communications Team handles your personal data. We can be contacted on website.enquires@judiciary.uk

For more information about how the Judicial Office handles data please contact the Judicial Office Data Privacy Officer at: website.enquiries@judiciary.uk

Where the Judicial Office is the data controller for your data, you can also contact the MOJ Data Protection Officer for further information at:

Data Compliance, 102 Petty France, London, SW1H 9AJ

Email: DataProtection@justice.gov.uk

Complaints

When we ask you for information, we will keep to the law. If you consider that your information has been handled incorrectly, you can contact the Information Commissioner for independent advice about data protection. You can contact the Information Commissioner at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Tel: 0303 123 1113

Further information on the protection of data can also be found on the Information Commissioner’s Office website.