Privacy Notice

Personal information is any data that identifies (or which could, with other information that we hold or are likely to hold, identify) a living individual.

This includes information provided to us by you (or on your behalf). It could also include information about you provided to us by other law enforcement agencies, government or local government agencies, companies, professionals, or private persons.

Personal information could be held on a computer or could be in a paper record or image. It can also include other types of electronically held information, such as CCTV recordings and posts on social media.

The OCP collects personal data, including sensitive personal data, directly from you and may also collect your personal data indirectly from third party sources. Personal data collected by the OCP is limited to what is necessary for our processing activities. In this Privacy Notice, personal data includes any data relating to an identified or identifiable living individual and includes: personal details such as name and address, sound and visual images, financial details, intelligence material, digital data, feedback complaint incident data and accident details.

The OCP collects the following information directly from you:

• Personal data for the purposes of prevention, investigation, detection or prosecution of criminal offences.
• Personal data you provide through the OCP’s website, such as:

  - Personal data provided within comments and questions, including your name and/or email address if you provide these details in our web form. If you ask questions about our public services and programmes or provide information about your relationship with us, this may also reveal other personal data which you include in the free text field.

  - Your email address and subscription preferences if you sign up for our newsletters or notifications, and how you utilise our emails, including whether you open them and which links you click; and

  - Your Internet Protocol (“IP”) address, details of which device or version of web browser you used to access our website content, and other information about how you used our website (see our Cookie Notice for more information);

• Personal data you provide when you visit the OCP offices and other locations, contact us by email or telephone, or access our programmes and services;
• Personal data that you provide when you inquire about or apply for a job with the OCP;
• Personal data collected via CCTV at the OCP premises, including images via cameras located at police stations and offices throughout the estate and
• Any information you choose to provide when interacting with the OCP on social media platforms, including Instagram (@rcips_cayman), Facebook (@RCIPS) and Twitter (@Policing_Cayman).

The purpose of the Civil Service is to make the lives of those we serve better. We are dedicated to supporting the elected government by delivering caring, modern and customer-centred public services and programmes, which deliver value for money. The OCP may use your personal data for the following purposes:

• Implementing policies, providing services and programmes, and managing your relationship with us;
• Responding to your inquiries;
• Verifying your identity;
• Measuring how users interact with the OCP’s website and continually improving our communications channels (including by aggregating personal data collected using cookies);
• Communicating and interacting with website visitors;
• Communications and public relations activities;
• Managing accounts payable and receivable, preventing fraud, and protecting public funds;
• Statistical and other reporting, both internally and externally;
• Seeking legal advice, and exercising or defending legal rights;
• Complying with our legal obligations, including all legislation that applies across the public sector; and
• Communicating and interacting with job applicants and related third parties (e.g. references) and carrying out recruitment and selection processes;

• The OCP may share your personal data as required, including under applicable legislation, with recipients that include joint data controllers, our data processors, and third parties. We will only share your personal data as permitted by the Cayman Islands DPA.
• Your personal data may be shared with the following recipients that support our public functions and operations:
• With other public authorities: Personal data may be shared with other public authorities – here, “public authorities” means Ministries, Portfolios, Offices, Departments, Statutory Authorities, Statutory Bodies, the Police Service Commission and Government Companies – for the purposes set out in this Privacy Notice.
• With data processors external to the CIG: Personal data may be shared with persons providing services to the OCP as a data processor in compliance with the Cayman Islands DPA. These service providers are only able to use personal data under our instructions and may include:

  - Webhosting;

  - Information Technology;

  - Records and Information Management, including storage facilities;

  - Communications;

  - Marketing and campaigns;

  - Events management; and

  - Security operations and fraud prevention.

• With legal advisors and other persons if required by law or in relation to legal proceedings or rights: Personal data may be disclosed as legally required, for the purpose of or in connection with proceedings under the law, if necessary to obtain legal advice, or if the disclosure is otherwise necessary to establish, exercise or defend legal rights. This may include disclosing your personal data for the following purposes:

  - Seeking legal advice;

  - Exercising or defending legal rights;

  - Complying with internal and external audits or investigations by competent authorities;

  - Complying with information security policies or requirements;

Depending on applicable laws and other circumstances, the OCP will rely on specific legal bases, or “conditions of processing”, under the Cayman Islands DPA to process your personal data. These may include:

• A legal obligation to which the OCP is subject, which is primarily the Police Act (2021 Revision) and Cayman Islands Coastguard Act (2021), and to comply with various obligations under the Procurement Act, 2016 and Procurement Regulations (2022 Revision), the Public Management and Finance Act (2020 Revision) and Financial Regulations (2022 Revision), the Public Service Management Act (2018 Revision) and Personnel Regulations (2022 Revision), and the National Archive and Public Records Act (2015 Revision);
• To exercise public functions, including the functions of the OCP to prevent and detect crime;
• To protect your vital interests, e.g. when responding to a serious incident;
• Consent, e.g. to send you marketing communications or to administer surveys and polls; and
• For the purposes of legitimate interestss pursued by the OCP or by a third party or parties to whom the personal data may be disclosed, e.g. when disclosing records containing third party personal data in response to a request submitted under the Freedom of Information Act (2021 Revision).

Where we process your sensitive personal data, we will also meet a second legal basis. These may include:

• To exercise our public functions;
• In relation to legal proceedings, including obtaining legal advice and otherwise establishing, exercising or defending legal rights; and
• Vital interests when responding to a serious incident.

The OCP collects personal data relating to children under the age of 18 to enable us to deliver public services and programmes and carry out our functions. We may collect children’s personal data for any of the purposes set out in section three of this Privacy Notice.

The OCP has put in place appropriate technical, physical and organisational measures in order to keep your personal data secure. These safeguards to maintain the confidentiality, integrity and availability of your personal data may include security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

The OCP will not transfer personal data to countries or territories that do not ensure an adequate level of protection for personal data. We may transfer your personal data outside of the Cayman Islands with the relevant standards based on I.T services and other contractual arrangements.

We will only transfer your personal data to a country or territory that ensures an adequate level of protection for your rights and freedoms in relation to the processing of your personal data, unless there is a relevant exemption or exception under the Cayman Islands DPA. Exceptions may include your consent or appropriate safeguards and; in circumstances where international co-operation arrangements between intelligence agencies are required to combat crime, terrorism or drug trafficking the eighth principle concerning international transfers does not apply.

The OCP may store your personal data for as long as we need it in order to fulfil the purpose(s) for which we collected your personal data, and in line with any applicable laws. This includes the National Archive and Public Records Act (2015 Revision), which governs the creation, maintenance and disposal of all public records. Sometimes, we may anonymise your personal data so that it is no longer associated with you.

Cookies, in combination with pixels, local storage objects, and similar devices (collectively, "Cookies" unless otherwise noted), are used to distinguish between visitors to a website.

When you visit our website, small files known as Cookies may be stored on your computer, phone, tablet or any other device through your web browser. Information is stored in these text files.

Enabling Cookies may allow for a more tailored browsing experience and is required for certain website functionality. In the majority of cases, a Cookie does not provide us with any of your personal data.

Please see the website’s Cookie Notice for more information about OCP’s use of Cookies.