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 Press Office 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 email you to let you know.
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.
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 by phone or email.
How we use your personal data
We use your personal data to log any enquiries you have made to press office and to send you judgments and sentencing remarks.
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.
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, for example with Her Majesty’s Revenue and Customs or the police.
Updating your personal information
You can update your personal data by emailing us at firstname.lastname@example.org
Processing of special categories of personal data
The Judicial Office Press Office does not process special categories or data concerning health.
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.
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:
Data Access & Compliance Unit
6th Floor, 102 Petty France, London SW1H 9AJ
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 Press Office handles your personal data. We can be contacted on email@example.com
For more information about how the Judicial Office handles data please contact the Judicial Office Data Privacy Officer at firstname.lastname@example.org
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 Protection Officer
Ministry of Justice, 102 Petty France, London, SW1H 9AJ
Email – email@example.com
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 https://ico.org.uk/for-organisations/guide-to-data-protection