The 8 Data Protection Principles: What Every Civil Servant Should Know
The Data Protection Act sets out eight core principles that guide how personal data must be handled in the Cayman Islands. These principles apply to all public authorities and to every member of staff who collects, uses, stores, or shares personal information as part of their role.
Personal data means any information that can identify a living individual. The people the data relates to are known as data subjects. Understanding these
principles helps protect individuals, maintain public trust, and reduce the risk of data breaches.
1. Process personal data fairly and lawfully
People should know who is using their personal data, why it is being collected, and how it will be used. This information should usually be provided at the point of collection, often through a privacy notice.
Personal data must only be processed when there is a valid legal basis under the Data Protection Act. For public authorities, this is often because the processing is necessary to comply with a legal requirement or carry out public functions. Transparency is essential, even when consent is not relied upon.
2. Use data only for its original purpose
Personal data must only be used for the purpose it was collected for. It should not later be used for a new or unrelated purpose unless that new use
is compatible, lawful, and fair. If data needs to be used for a different purpose, individuals may need to be informed and, in some cases, consent may be required.
3. Collect only what is necessary
This is known as data minimisation. Only collect the personal data you actually need to do your job. Avoid gathering extra or irrelevant information
“just in case”. You should always be able to explain why each piece of personal data is required.
4. Keep personal data accurate
Personal data must be accurate, complete, and kept up to date where necessary. Inaccurate or outdated information can lead to poor decisions and
unfair outcomes. If you become aware that information is incorrect, steps should be taken to correct it promptly.
5. Do not keep data longer than necessary
Personal data should only be kept for as long as there is a legitimate need. Once it is no longer required, it must be securely destroyed. In the public
sector, records can only be destroyed in line with approved disposal schedules, so staff should always follow records management guidance.
6. Respect for individuals’ rights
Individuals have rights over their personal data, including the right to access it, request corrections, restrict processing in some circumstances, and
complain if something goes wrong. All handling of personal data should take these rights into account.
7. Keep personal data secure
Personal data must be protected against unauthorised access, loss, damage, or disclosure. Security includes more than IT controls that largely operate
without us even thinking about them. It also involves clear procedures, limiting access to only those who need it, and ensuring staff are trained to
handle information properly. Human error is one of the biggest risks when it comes to personal data breaches.
8. Protect data when transferring it overseas
Personal data must not be transferred outside the Cayman Islands unless it will be adequately protected. This includes when we are using overseas
contractors or cloud services. Always know where data is stored and seek advice from your Data Protection Leader before any overseas transfer.
Understanding and applying these principles in our day-to-day work helps ensure personal data is handled responsibly, lawfully, and with care.
Learn more: Data Protection Principles
Available Training for all Civil Servants:
DP 101: Introduction to Data Protection
This self-paced online training covers the basics of the Data Protection Act, including key terms and the Data Protection Principles, the CIG
Privacy Framework, and your important role as a public servant. (40 min)
DP 102: Data Protection for Public Servants
This course builds on our DP 101 online course and is only available in-
person. (2 hours)
Upcoming course dates:
Seats are limited. Please register through CSC Online.
