Privacy policy

The privacy and security of your personal information is extremely important to us at the Jersey International Centre of Advanced Studies (JICAS).  This privacy policy explains how and why we use your personal data, to make sure you stay informed and can be confident about giving us your information.

We’ll keep this page updated to show you all the things we do with your personal data. This policy applies if you’re a supporter of the JICAS, use any of our services, visit our website, email, call or write to us.

We’ll never sell or share your personal data.

Who are ‘we’?

In this policy, whenever you see the words ‘we’, ‘us’, ‘our’ or ‘JICAS, it refers to The Jersey International Centre of Advanced Studies.  JICAS is an independent, non-profit institution that promotes Jersey as an international focal point for research relating to islands and Island Studies. Their vision is that this first Masters programme is an embryonic University of Jersey, not only bringing the cultural and economic benefits of a university to Jersey, but also exporting knowledge and expertise around the world. We believe that, in this new partnership with the University of Exeter, Jersey is set to become the key global academic hub, not just in biodiversity and conservation but in all aspects of islands and island life

If you have any questions in relation to this privacy policy or how we use your personal data you should e-mail: Sean.Dettman@jicas.ac.jeor write to us at JICAS, Top Floor, Turner Building, University College Jersey, Highlands Lane, St Saviour, Jersey, JE1 1HL

What personal data do we collect?

Your personal data (any information which identifies you, or which can be identified as relating to you personally for example, name, address, phone number, email address) when collected will only be used by JICAS. We’ll only collect the personal data that we need.

We collect personal data in connection with specific activities such enquiries in conjunction with our MSc Island Biodiversity and Conservation course, via the ‘contact us’ form on our website by contacting us via email, on our website or via social media such as Facebook or Twitter.

This personal data you give us may include name, address, email address and telephone numbers.

Personal data provided by you

This includes information you give when interacting with us.  For example:

·       Personal details (name, email, address, telephone) 

We may automatically collect the following information:

·       Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform and if you access our website via your mobile device we will collect your unique phone identifier

·       Information about your visit, including, but not limited to the full Uniform Resource Locators (URL) and query string, clickstream to, through and from our website (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information.

·       Cookies – Cookies are a small text files stored on your computer when you visit certain websites. See are Cookies policy for more details.

Personal data created by your involvement with us

Your activities and involvement with us will result in personal data being created. This could include details of how you’ve helped us by volunteering, contact made in relation to the MSc in Island Biodiversity and Conservation or being involved with our campaigns and activities. If you decide to donate to us then we’ll keep records of when and how much you gave in line with local finance regulations. 

Right to be forgotten 

Under the Data Protection (Jersey) Law 2018 all individuals have the right to have their personal data erased. Individuals can make a request for erasure verbally or in writing and we will respond to this request within one month. The right is not absolute and our legal obligations supersede above the right to be forgotten.

Information we generate

We use the information you provide when becoming supporters to decide which of our emails concerning specific events may appeal to you.  We also may email you individually if you have offered to assist at an event.

Information from third parties

We do not use or buy information or data from third parties.  

Sensitive personal data

We do not actively collect sensitive data unless they are provided by virtue of a DBS check.

Volunteer

If you’re a volunteer then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal or contractual reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.

How we use your personal data

We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018) and the Data Protection (Jersey) Law 2018.

Personal data provided to us will be used for the purpose or purposes outlined in any fair processing notice in a transparent manner at the time of collection or registration where appropriate, in accordance with any preferences you express. If asked by the police, or any other regulatory or government authority investigating suspected illegal activities, we may need to provide your personal data.

Your personal data may be collected and used to help us deliver our charitable activities, help us raise funds, or complete your order or request.

Marketing communications

Your privacy is important to us, so we’ll always keep your details secure. We’d like to use your details to keep in touch about things that may matter to you. 

If you choose to hear from us we may send you information based on what is most relevant to you or things you’ve told us you like. We may also show you relevant content online. This might be about visiting our places, volunteering with us, membership, events, conservation work, fundraising and our shop. 

We’ll only send these to you if you agree to receive them and we will never share your information with other entities. If you agree to receive marketing information from us you can change your mind at a later date. 

However, if you tell us you don’t want to receive marketing communications, then you may not hear about events or other work we do that may be of interest to you

There are some communications that we need to send such as renewal reminders and notice of our Annual General Meeting.

Newsletters and magazines

We use the personal data you provide as a member provide to service your membership.  This includes sending renewal information to annual members by email, sending emails about events, fundraising and research and information about our Annual General Meeting.

Fundraising and donations

If you make a donation, we’ll use any personal information you give us to record the nature and amount of your gift, claim tax relief where you’ve told us you’re eligible and thank you for your gift. 

Management of volunteers 

We need to use your personal data to manage your volunteering, from the moment you enquire to the time you decide to stop volunteering with us. This could include: contacting you about a role you’ve applied for or we think you might be interested in.

Recruitment and employment 

In order to comply with our contractual, statutory, and management obligations and responsibilities, we process personal data, including ‘sensitive’ personal data (where provided), from job applicants and employees. 

Such data can include, but isn’t limited to, information relating to health, racial or ethnic origin, and criminal convictions. In certain circumstances, we may process personal data or sensitive personal data, without explicit consent. Further information on what data is collected and why it’s processed is given below. 

Contractual responsibilities: Our contractual responsibilities include those arising from the contract of employment. The data processed to meet contractual responsibilities includes, but is not limited to, data relating to: payroll, bank account, postal address, sick pay; leave, maternity pay, pension and emergency contacts. 

Statutory responsibilities: Our statutory responsibilities are those imposed through law on the organisation as an employer. The data processed to meet statutory responsibilities includes, but is not limited to, data relating to: tax, social security, sick pay, maternity pay, family leave, work permits, equal opportunities monitoring. 

Management responsibilities: Our management responsibilities are those necessary for the organisational functioning of the organisation. The data processed to meet management responsibilities includes, but is not limited to, data relating to: recruitment and employment, training and development, absence, disciplinary matters, e-mail address and telephone number.

How we Store Information

All information collected is stored according to our data storage policy. We also keep some hard copy files, such as membership applications and correspondence and letters we will have received from you.

How we protect the information that we collect

Hard copy files are locked in fire proof cabinets. Electronic information is password protected by authorised users. 

Updating your data and marketing preferences 

You are entitled to access any of your personal data that we hold

You have the right to object to the processing of your personal data where we have relied on public task as the lawful basis for processing. You also have the right to request that we restrict or stop processing, rectify or delete your personal data (with the exception of names from datasets that have already been published openly). Where the personal data we hold has not been supplied by yourself, you are entitled to ask how we obtained the personal data.

JICAS wants you to remain in control of your personal data. If, at any time, you want to update or amend your personal data, cancel your account on our website, view or access your data or marketing preferences please contact us in one of the following ways:

Email: Sean.Dettman@jicas.ac.je

Write to us at: JICAS, Top Floor, Turner Building, University College Jersey, Highlands Lane, St Saviour, Jersey, JE1 1HL

If you have any concerns about how your personal data is being used, we will try to answer any questions you have. You have the right to apply for a copy of the personal data we hold about you and to have any inaccurate personal data about you rectified.

In some circumstances you may also have the right to ask us to erase your personal data or restrict its processing. Where we process your data for our legitimate interests, you have the right to object to such processing.

You have the right to lodge a complaint with the Information Commissioner’s Office +44 (0)1534 716530 or email enquiries@oicjersey.org