Email exchanges with Information Commissioner relating to the 'Single Resident Record'

Summary

A request was made for email exchanges between the Cabinet Office and the Information Commissioner regarding the 'Single Resident Record' project, resulting in the release of 19 pages of documents with some personal data redacted.

Key Facts

• The request covered emails from 14 December 2016 to 13 April 2017.
• The 'Single Resident Record' relates to Motion 6 of Tynwald 2016.
• Some information was withheld under Section 25 of the Freedom of Information Act 2015.
• The emails discuss a feasibility study to be delivered to Tynwald by December 2017.
• The Information Commissioner was proposed as a special adviser or board member for the project.

Data Disclosed

• 14 December 2016
• 13 April 2017
• 20 January 2017
• 25 January 2017
• December 2017
• 19 pages
• Motion 6
• Section 25
• Data Protection Act 2002
• Schedule 2

Exemptions Cited

• Section 25 of the Freedom of Information Act 2015 (absolutely exempt personal information)
• Data Protection Act 2002 (contravention of data protection principles)

Data Tables (7)

Full Response Text

1

REFERENCE NUMBER: CAB000002

REQUEST UNDER THE FREEDOM OF INFORMATION ACT 2015 (“the Act”) Thank you for your written application received into this office on 13 April 2017 requesting the following information:
“Please can you release copies of all emails exchanged between the Cabinet Office and the Information Commissioners from 14 December 2016 to the date of this request relating to the ‘Single Resident Record’. For clarification the term ‘Single Resident Record’ relates to Motion 6 of Tynwald 2016.” Response to your request
We are pleased to be able to provide the attached information as a response to your request. While our aim is to provide information whenever possible, in this instance some detail has been redacted within the information you have requested because it is absolutely exempt under section 25 of the Act (absolutely exempt personal information). The reasons why that exemption applies are that
- Cabinet Office is satisfied that such information amounts to personal data under the Data Protection Act 2002. - Cabinet Office is satisfied that disclosure of the information would contravene one of the data protection principles, namely that Cabinet Office can only disclose the information where it would be fair, lawful and meet one of the conditions in schedule 2 and in this case, none of those conditions have been met. Your right to request a review If you are unhappy with this response to your Freedom of Information request, you may ask us to carry out an internal review of the response, by completing a complaint form and submitting it electronically or by delivery/post to the FOI Co-ordinator, Cabinet Office, Government Office, Douglas, Isle of Man, IM1 3PN. An electronic version of our complaint form can be found by going to our website https://www.gov.im/about-the-government/freedom-of-information/freedom-of- information-review-request-january-1-2017/ , a paper copy can be requested by contacting the Cabinet Office direct.

Government Office DOUGLAS Isle of Man IM1 3PN Tel: (+44) 01624 686244 Fax: (+44) 01624 685710 Website www.gov.im/co
2

Your review request should explain why you are dissatisfied with this response, and should be made as soon as practicable. We will respond as soon as the review has been concluded.
If you are not satisfied with the result of the review, you then have the right to apply for a review of decisions by the Information Commissioner, for a decision on; 1) Whether we have responded to your request for information in accordance with Part 2 of the Act; or 2) Whether we are justified in refusing to give you the information requested.
In response to an application for review, the Information Commissioner may, at any time, attempt to resolve a matter by negotiation, conciliation, mediation or another form of alternative dispute resolution and will have regard to any outcome of this in making any subsequent decision.
More detailed information on your rights to review is on the Information Commissioner’s website at: https://www.inforights.im/ Should you have any queries concerning this letter, please do not hesitate to contact me. Further information about Freedom of Information requests can be found at: www.gov.im/foi. 1 From: McDonald, Iain Sent: 20 January 2017 12:05 To: Subject: RE: resident record Hi

Monday or Tuesday is ok.

Iain McDonald Isle of Man Information Commissioner  

From:

Sent: 20 January 2017 11:49 To: McDonald, Iain Subject: resident record
  Hi Iain     I’m starting to put a project plan and governance arrangements in for delivering the feasibility study to Tynwald by  December 2017 as agreed in December.     Could we get some time next week to talk about the Information commissioner role in this – I’d see you as part of  our board or special adviser arrangements, but would also be good to have someone else from your office to be part  of the team to deliver part of this work.     Thanks           | Change and Reform Project Manager | Cabinet Office | Government Office, Bucks Road, Douglas, IM1 3PN, ISLE OF MAN, BRITISH ISLES 01624 685780 | | www.gov.im/co       1 From: McDonald, Iain Sent: 25 January 2017 15:17 To: Subject: Central register Feasibility Feasibility study to consider

1. Should the Electoral register be a subset of central register?

Could the law around the Electoral register be changed to encourage completion, for example replace current offence with a fixed penalty
- If the full Electoral register is derived from a central register is it necessary to also maintain an edited Register ( for sale to third parties) and if so how would this be achieved that is how could the public opt out of being included on the edited register. - The full electoral register would need to continue to be produced and provided to the Credit Reference agencies. - What legislative amendments required

1. Should the Central Register hold records of all persons irrespective of age?

3. How would the Central register be populated and maintained?

Initial population from NI records?

Validated by Tax, Pupil database , Doctors List? – any others Work Permits for example?

Notification of births and deaths by General registry?

Notified of change or address., left Island by any of the above

If Children included – are Manx NI numbers assigned at birth as in UK (although not issued until 16) or only assigned at 16 - Changes to central register notified to relevant Departments, e.g. if central register holds driving license number for individual then DOI notified of the change Statutory gateways for such notifications – ability to expand in future - Responsibly – e.g. Economic Affairs

4. Who should be custodian of the register?

Consider public trust & confidence, perhaps a semi-public body e.g. Post Office

Future use as electronic ID verification process part of KYC/CDD in place of utility bills for Bank Account opening etc. – revenue potential

5. Explore initial use including cost and benefit of

Electoral register

Juror lists

Verification process to enable single gateway for public to access own data

Verification process for inter Departmental functions for example DOI know individual by Driving Licence Number, look up central register number and provide that number to say Treasury benefits to permit Treasury to correctly identify the individual be checking central register number to individual’s NI number
- Census – how could the system be used to provide accurate and up to date demographic information –costs & benefits etc. - One off demographic queries – e.g. how many 4 year old live in Kirk Michael Primary School catchment area. - Police access

6. Explore potential future use

Seek further ideas from Departments. 2

1. Legislation Prevent function creep – no use without specific legislation and Tynwald Approval No Tynwald Approval – without Privacy Impact Assessment & report form independent oversight
   Penalties for misuse – e.g. Jersey has 5 years imprisonment Requires independent oversight – annual report? ECHR compliance

2. Public & political communication & engagement.

Iain McDonald Isle of Man Information Commissioner     1 From: Sent: 06 February 2017 16:02 To: Davies, Daniel; Hawker, Carl;

McDonald, Iain; Subject: Single resident record - project planning Attachments: resident record structure.pptx; Single resident records - key tasks & dates.docx; Information Commissioner - briefing information jan 2017.docx Dear all     Following conversations we’ve had over the last couple of weeks, please see attached for the draft governance and  delivery structure for this project, and a draft timeline, so that a final feasibility study and report will be ready for  December Tynwald.     Board roles and suggested names   Change and Reform team – Dan /     Attorney General’s – I have arranged to meet   about this project and the AG potential  board role (once  back from leave)    GTS –  – can we catch up about this role?   Cabinet Office – Census and electoral roll –   Carl  ?    Once finalised, the attached documents will form part of the briefing pack for the project manager ‐   and I are  interviewing for this as a fixed term post or contract on Wednesday 8 February, and we have 4 promising candidates  for this.     I have also attached a document from Iain MacDonald outlining questions and issues from their perspective, which  will form part of the briefing pack. Other information will be produced for the briefing pack and I’ve emailed    separately about producing this type of information for elections/ jury and census issues.     I’d appreciate any suggestions and comments on the project structure and key tasks and timelines document by  next Monday, and I plan to arrange the first board meeting to take place before the end of February.     Please give me a shout if you’d like to discuss in more detail.     Thanks      | Change and Reform Project Manager | Cabinet Office | Government Office, Bucks Road, Douglas, IM1 3PN, ISLE OF MAN, BRITISH ISLES 01624 685780 | | www.gov.im/co       Briefing note – Project issues and questions from the Information Commissioner
Iain McDonald
January 2017

Feasibility study to consider:

1. Should the Electoral register be a subset of central register?

Could the law around the Electoral register be changed to encourage completion, for example replace current offence with a fixed penalty
- If the full Electoral register is derived from a central register is it necessary to also maintain an edited Register ( for sale to third parties) and if so how would this be achieved that is how could the public opt out of being included on the edited register. - The full electoral register would need to continue to be produced and provided to the Credit Reference agencies. - What legislative amendments required

1. Should the Central Register hold records of all persons irrespective of age?

3. How would the Central register be populated and maintained?

Initial population from NI records?

Validated by Tax, Pupil database , Doctors List? – any others Work Permits for example? - Notification of births and deaths by General registry? - Notified of change or address., left Island by any of the above - If Children included – are Manx NI numbers assigned at birth as in UK (although not issued until 16) or only assigned at 16 - Changes to central register notified to relevant Departments, e.g. if central register holds driving license number for individual then DOI notified of the change Statutory gateways for such notifications – ability to expand in future - Responsibly – e.g. Economic Affairs

4. Who should be custodian of the register?

Consider public trust & confidence, perhaps a semi-public body e.g. Post Office - Future use as electronic ID verification process part of KYC/CDD in place of utility bills for Bank Account opening etc. – revenue potential

 5. Explore initial use including cost and benefit of

• Electoral register
• Juror lists
• Verification process to enable single gateway for public to access own data
• Verification process for inter Departmental functions for example DOI know individual by Driving Licence Number, look up central register number and provide that number to say Treasury benefits to permit Treasury to correctly identify the individual be checking central register number to individual’s NI number
• Census – how could the system be used to provide accurate and up to date demographic information –costs & benefits etc.
• One off demographic queries – e.g. how many 4 year old live in Kirk Michael Primary School catchment area.
• Police access

6. Explore potential future use

Seek further ideas from Departments.

1. Legislation Prevent function creep – no use without specific legislation and Tynwald Approval No Tynwald Approval – without Privacy Impact Assessment & report form independent oversight
   Penalties for misuse – e.g. Jersey has 5 years imprisonment Requires independent oversight – annual report? ECHR compliance

2. Public & political communication & engagement.

Information Commissioner – advisory role separate from the Project Board.   – Information Commissioner – project team level specialist advice /  support to project manager  Team level – specialist workstreams – GTS, Chief Secretary’s Office, Treasury (Income tax  & benefits), DHSC, Registries (births, marriages, deaths) – may be involved at different  times and to different levels of detail  or involvement but all need to release someone to  work on specialist areas of this project as part of the team.  1 1    Single resident record ‐ key tasks and dates   This document describes the outputs required from this project and sets out proposed target dates  for each element of the feasibility study to be achieved.   Stage  Outputs   Target date   Report to   1   Refine project plan and governance  arrangements   Review and research   Set up stakeholder meetings   Feb – April   Board   2  Develop feasibility study   Consultation   Workstreams completed   Mar – May  Board  3  Draft feasibility study submitted   Tynwald report draft 1 for review with versions  for Chief Officer group and CoMin   June – July     Aug  Board    COG / CoMIn   4  Tynwald report final   Aug ‐ Sept  Tynwald December 2017 (6  week lead in time)    Stage 1:   1) Review information:   a. previous reports – Select Committee on Jury Reform  b. existing legislation (e.g. Residence Act (2001)  c. briefing notes from stakeholders including Information Commissioner, Census,  Electoral Registration; and   d. other relevant documentation.   2) Review projects from other jurisdictions – Cabinet Office holds information on Jersey and  Guernsey projects     3) Review and research external factors – e.g. GDPR requirements, EU / UK legislation,  European electronic‐ID and fit with existing/ planned GTS projects   Stage 2:  4) Census – Cabinet Office Economic Affairs   5) Electoral roll and jury registration – Cabinet Office Crown & External Relations   6) Registries   7) ICT – existing databases, new database requirements – Cabinet Office GTS   8) Data protection, privacy, human rights – Attorney General’s Chambers   Stage 3:   9) Draft feasibility study / options appraisal completed   10) Outline implementation plan   11) Draft Tynwald report ready   Stage 4:   12) Final Tynwald report into system to reach Dec 2017 Tynwald   1 From: Sent: 07 February 2017 16:49 To: Subject: RE: Single resident record - project planning Hi

Did you see the HoC Public Accounts Committee report on protecting information across government and recording data breaches? I have not had time

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