JACS Data Protection Notice
Data Protection Notice
This notice explains how and why Jersey Advisory and Conciliation Service (JACS) processes personal data (information than identifies an individual) under the Data Protection (Jersey) Law 2018.
It explains what JACS may do with personal data when we are contacted, or someone uses one of our services.
If you have a query about this notice, please contact our data protection contact by emailing patricia@jacs.org.
Most of the personal data we process is provided to us directly by clients when you:
- make a complaint or enquiry
- make a request for advice
- book or attend any training seminars
- subscribe to email updates via our website
- apply for a job with us
How we use your personal data
What we collect about you and how we do this depends on:
- what JACS services you use
- how much personal data we need to provide these services
- JACS advice telephone line
Your telephone call will be recorded and used:
- for training purposes – you'll be told this by automated voice message before you speak to an adviser
- by the JACS team to check that our wider services meet our customers' needs – the recording will be anonymised so staff will not know who made the call
Your call will be recorded and kept by us for up to 2 years plus current year – following which it will be deleted from the system.
We keep these recordings for this period as it corresponds with any associated written information, and in the event, it is needed at some point for legal or purposes (eg for a Tribunal hearing). This also means we can monitor how many calls we get and the nature of the calls to enable us to keep our service under review.
You may ask for more information to be sent to you or for your call to be referred to another member of the JACS Team . If so, we may pass on relevant personal details about you to another member of the JACS Team who will deal with your query/claim. These details include your name, contact details, and details about your workplace.
- Conciliation services
If you are using JACS for conciliation services – either as a 'claimant' (someone making a claim) or as a 'respondent' (someone responding to a claim) – we collect and use personal data to provide this service.
This personal data will include your:
- name
- address
- workplace details
JACS will also collect and use other personal data we need for your case, including special category data (where relevant) personal data. For example, your medical information, trade union membership, racial or ethnic origin as this may relate to your claim.
JACS uses this personal data to:
- contact claimants and respondents
- conciliate in cases as part of its legal duty to help resolve employment disputes
- validate your identity
Conciliation cases are confidential. Where calls are recorded (as above) the recordings are held confidentially and securely, with access only by authorised personnel.
Your personal data may also be used by the JACS team and external organisations that it employs for checking that our service meets customer needs.
Information you give during your conciliation case is protected by 'legal privilege'. This means we will not share anything you say in conciliation with the other party in the dispute, unless you give us your explicit consent to do so.
How long we keep your data
As per our retention policy, after a case is closed, we usually keep conciliation personal data for 2 years plus current year. It is then securely destroyed. However, we will store personal data on a case where required for lawful purposes for as long as is required. For example, we may need to investigate a complaint, or the matter is going to an appeal.
We only hold your personal data for as long as is necessary before it is securely destroyed.
- JACS website
JACS website is managed by JACS; JACS are an independent statutory body, publicly funded through a grant from Government.
You agree to use the JACS website only for lawful purposes. You must also use it in a way that does not affect the rights of or restrict or stop the use of this site by others.
JACS update the website all the time and can amend, update or remove contents at any time without notice.
You can use JACS website to access online services, for example accessing information, joining the online training session and subscribing to JACS newsletters.
You can also use the links on JACS website to access our social media platforms for additional information and videos. Please note person enquiries must not be made via our social media platforms.
When you visit our website, we collect:
- questions, queries or feedback you leave, and your email address if you contact us.
- your name, email address, phone number and workplace details if you sign up to our email updates or complete any customer enquiry form.
If you consent to cookies on our website, we also collect the following data using Google Tag Manager and Google Analytics:
- data about how you use our website, for example which pages you view, how much time you spend on them, which links you click on and what you search for
- information about your computer, including your device type, browser type and screen size
- geographic location
- the language used to display our website
- the website you came from, if you clicked on a link on a different website to get to our website
We collect this data to help:
- understand how people interact with our website
- improve our website and services
- make sure we're meeting the needs of our users
Find out about cookies we use and how to change your cookie settings
If you leave the JACS website
JACS website contains links to other websites.
These websites are not covered by this notice and JACS is not responsible for how they manage privacy.
- Use of personal data for internal JACS research
We may use anonymized personal data we collect as part of the services we offer, to carry out research and evaluation, the findings from which are used to help monitor and develop our services, as part of JACS general duty to promote the improvement of employment relations.
- Social media
To understand how your personal data is processed when using JACS social media channels, you can view privacy policies for:
- Facebook for access to information and updates only (no personal enquiries should be made on this platform)
- Instagram for access to information and updates only (no personal enquiries should be made on this platform)
- LinkedIn for access to information and updates only (no personal enquiries should be made on this platform)
- YouTube for access to information and video updates only (no personal enquiries should be made on this platform)
How long we keep your data
We will hold your personal data for a maximum of 2 years plus current year. This includes the data from research sessions and a record of your consent.
If you withdraw consent at any time, we will delete all personal data we hold about you. We might retain reports that contain your anonymised quotes.
For participants who work at JACS, we will delete all personal data after analysis and hold it for 2 years plus current year.
If you have questions about user research that you've been invited to participate in, email patricia@jacs.org.je
Confidentiality, storage and security of personal data
We're committed to the confidentiality and privacy of our users. Any personal information you give us will be held securely. It will not be sold or traded to another organisation or company.
We will share information with the Jersey Employment and Discrimination Tribunal in relation to any claims that are lodged with them to enable us to deliver our services to parties.
If we share personal data with an external company or service we employ as part of our work, we make sure:
- it will be held securely
- they'll only use it to provide the services or information you've asked for
How we protect your data
We protect the information you give us using physical, electronic and management procedures on use of personal data.
Security of our information technology (IT) systems is monitored by our IT provider.
Customer, claimant and respondent data is held securely in UK by our IT provider, who also provide JACS back-up services .
Legal basis for processing your personal data
Under data protection law, we must have a legal basis to collect, store and use your personal data, including special category data.
JACS will not transfer your personal data outside of the jurisdiction of Europe without your explicit consent, which will be required at the time of the request.
The legal bases for processing most of the personal data we collect includes :
- to perform a task in the public interest
- in the exercise of our legal duties
- when you have given consent
- when we make a contract with you
- to protect your (or someone else's) interests
- for our legitimate interests (to develop our products or services and grow our business)
Your rights under data protection law
You have a number of rights under the data protection legislation, including :
- a copy of the information that JACS holds about you ('subject access request' (SAR) in the Data Protection (Jersey) Law 2018)
- that anything inaccurate in your personal data is corrected
- that we remove your personal data
- that we use your personal data only in specific circumstances
- that we stop processing your personal data
- to get your personal data so you can reuse it across different services
You may also have rights in relation to automated decision-making and profiling.
Make a request under data protection law
You can send a personal data request to patricia@jacs.org.je
Alternately, you can write to us at:
The Data Protection Contact
JACS 3rd Floor 1 – 3 Seale Street St Helier JE2 3QG
If you're not happy with how JACS has dealt with your request
If you feel there's a problem with your request to JACS you have the right to complain to the Jersey Office of the Information Commissioner (JOIC).
You can:
- make a complaint on the JOIC website
- call JOIC on 01534 716530
Changes to this notice
We regularly review this page so you're always aware of:
- what information we collect
- how we use it
- what circumstances, if any, we will share it with other parties
If this notice changes, we'll update this page.
Last reviewed
21 February 2025