Privacy Notice for the Office of the Chief Minister

Purpose

The purpose(s) for which we are processing your personal data is:

• To manage the exchange of correspondence received by Chief Minister's Private Office.

Processing

We will process the following personal data when you contact the Chief Ministers’ Private Office:

• Your name including your title
• Your home address including your postcode (if applicable)
• Your email address (if applicable)
• Your phone number, landline and/or mobile phone numbers (if applicable)
• Your organisation (if applicable)
• Concerns or opinions raised in correspondence/communication including any biographical information about yourself or third parties which is volunteered in the correspondence/communication
  
  

The legal basis for processing your personal data is that processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller. In this case that is being transparent and accountable for the policies of the government.

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 request you have made for information or a service
  
  

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
• We 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, Statutory Boards and Offices to investigate and respond to correspondence
  
  
• We will not sell to, or share, your personal information with other companies, organisations or individuals
  
  
• Your personal information will not be disclosed to any third party without your prior consent
  
  
• Information about correspondents may be shared with Members of Tynwald when they are writing on your behalf
  
  
• We may also share your personal data with law enforcement bodies if your correspondence or communication is threatening or suggests a possible risk to you or a third party
  
  

Retention

We will only keep your information for the minimum time necessary. Correspondence will usually be deleted 12 months after the last correspondence or the closure of the issue. This may be to respond to an enquiry or to analyse the use and quality of our services and to make improvements.

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.

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.

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

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

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.

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 September 2021.