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PRIVACY NOTICE

 

Version 1: Dated 25 May 2018

 

Judicial Library and Information Service (jLIS) Privacy Notice

 

What is the purpose of a privacy notice

A privacy notice sets out the standards that you can expect from jLIS 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 jLIS. We are civil servants working in the Judicial Office responsible for providing library resources and information services to the judiciary, courts and tribunals. We are responsible for the Royal Courts of Justice libraries. The Judicial Office is an Arm’s Length Body 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 is the data controller for your personal data.

 

What do we do?

We provide library services for judges and Her Majesty’s Courts and Tribunals Service staff.  We also provide access to online legal databases via an online platform known as eLIS which is hosted on eJudiciary. In addition we procure print and online information for members of the judiciary through a specialist database, Acqua, through which they may make publication choices.

 

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, and kept up to date;
• so that it is kept for no longer than is necessary for its declared purpose; and
• so that it is 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 eJudiciary. We will make clear any changes we have made to our changed Privacy Notice. We will always put the date and version 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.

 

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 (the GDPR) and by the 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 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 and in the exercise of official authority. The public interest is the proper administration of justice. Official authority is that which arises under the Lord Chief Justice’s and Senior President of Tribunal’s statutory responsibilities to provide guidance to the courts and tribunals judiciary.

 

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 personal data

We will collect your personal data from the details you provide to jLIS when requesting library services, and from the information provided to us by Judicial HR and judiciary.gov.

 

How we use your personal data

We will use your personal data to enable us to provide you with access to a variety of legal databases, publications (including books, journals) and other resources as is necessary for you to perform your judicial functions.

 

Sharing your personal data

We may share your personal data with

 

• publishers and booksellers for them to provide you with your required publications;
• database suppliers for them to provide you with access to information. We use a website called Acqua for this purpose. It is a secure website hosted by John Smith & Son Group. We also use Softlink to provide a database for our library catalogue;
• jLIS, DLRMS (Departmental Library and Records Management Services within the MOJ, who have access to Acqua and the catalogue);
• other users of jLIS resources via email.

 

We may also share personal data with other third parties for other reasons if:

• you have given your explicit consent; or
• we are under a legal obligation to do so, for example because of a court order; or
• where necessary, if we change software suppliers.

 

We do not transfer your information overseas.

   

Updating your personal information

 

You can update your personal data by contacting:

 

• the RCJ Library at Library@judiciary.uk 

 

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.

 

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. As such your data is held on our secure website and shared drives, which can only be accessed by jLIS and DLRMS staff.

 

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 please contact:

 

Disclosure Team

Post point 10.38, 10^th floor

102 Petty France

London

SW1H 9AJ

 

Email: data.access@justice.gov.uk

 

Exemptions from your subject information rights in respect of your personal data

In some circumstances your personal data is exempt from the subject information rights.

 

Exemptions apply where the personal data is processed for the purposes of assessing your suitability for judicial office or in relation to the conferral of an honour by the Crown. Exemptions may also apply where use of the subject information rights is likely to prejudice judicial independence or judicial proceedings.

 

Retention and destruction of personal data

Your personal data will not be kept longer than it is necessary. Personnel files, both electronic and paper, will be destroyed in line with our Record Retention and Disposal Schedule. If you would like a copy of the Schedule please contact: the RCJ Library at RCJ.Library@judiciary.uk.

 

Contact details and further information

Please contact us if you have any questions about this Privacy Notice or how we handle your personal data. We can be contacted on bst@judiciary.uk.    

 

For more information about how jLIS handles data please contact the MOJ Data Protection Officer:

 

Data Protection Officer

Post point 10.38, 10^th floor

Ministry of Justice

102 Petty France

London, SW1H 9AJ

 

Email - data.compliance@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    

www.ico.org.uk

 

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