Privacy Policy

The Joint Office of Gas Transporters (JO) is a Code Administrator created by an agreement made between all large Gas Transporters, in accordance with their respective Gas Transporter Licenses, issued by OFGEM

The large gas transporters concerned are set out below together with a link to their respective privacy policies: 

By agreement between the Large Transporters, the JO role as Code Administrator, is to comply with the terms of, and carry out associated duties and obligations relating to:

  • The Uniform Network Code (UNC), 
  • The Data Services Contract (DSC), 
  • The Code of Administration Code of Practice (CACoP).
  • Any other direction, subject to supervision, of the Joint Governance Arrangements Committee (JGAC) of large Gas Transporters.

The JO is therefore a data processor to the large Gas Transporters.

The UNC

The UNC is a regulatory framework within which the gas industry ships, transports and supplies gas.

Signatories to the UNC include the large gas transporters, the independent gas transporters, shippers of gas, and may have indirect impacts on other third party participants in the gas industry such as gas Suppliers, other industry Code Administrators and Meter Asset Managers.

The DSC

The DSC is a contract made between the Central Data Service Provider (CDSP - Xoserve) providing common central agency services to all large Gas Transporters, Independent Gas Transporters and Gas Shippers for the purposes of delivering data and gas flow information services to gas industry participants.

Data Protection Manager

The JO may be contacted by emailing the Data Protection Manager (DPM) at enquiries@gasgovernance.co.uk or by post to:

The Data Protection Manager 
The Joint Office of Gas Transporters
Radcliffe House
Blenheim Court
Warwick Road
Solihull
B91 2AA

For more information on the role of OFGEM (the industry regulator) and Xoserve (CDSP) please click on links that will take you to their websites:

Personal data we collect

The personal data collected depends on the type of interaction you have had with the JO as set out below. Please click on the appropriate section.

 
Type of interaction with the JO
UNC Modification Panel, committees, forums and workgroups
Representatives of large Gas Transporters, Consumer Representatives, Independent Gas Transporters, Shippers, Suppliers, Ofgem and the  CDSP (Xoserve), other Code administrators 
Individuals who submit, support or respond to proposals regarding the UNC and DSC
Experts providing expert evidence
Secondees to the JO
Individuals requesting email notification of JO website updates and publications
Associated governmental and non-governmental departments such as OFGEM
Businesses engaging with the JO in order to provide services to support the JO functions

 

Processing your personal data

The JO processes personal data in order to satisfy the terms, obligations and duties as set out in the UNC, DSC and the JGAA, in accordance with the Code Administration Code of Practice (CACoP). These include to:

  • Maintain publish and review the CACoP.
  • Oversee any Modification Proposal in accordance with the terms of the UNC which includes preparation of reports and sharing such information with large gas transporters, Shippers, independent gas transporters, Central Data Services Provider (CDSP), third party participants, any non-code party and Ofgem as set out by the UNC.
  • Oversee any Workgroup in accordance with the Code Administration Code of Practice and to share details of the work with interested parties and Ofgem in accordance with the UNC.
  • Identify and communicate with any relevant expert.
  • Organise meetings of the Modification Panel, Committees, Workgroups and forums, including secretariat duties.
  • Oversee and carry out nominations and where relevant elections for Shipper User representatives for those applying to sit on the Modification Panel, Uniform Network Code Committees and DSC Committees.
  • Oversee and carry out nominations of Consumer representatives for those applying to sit on the Modification Panel and Uniform Network Code Committee.
  • Oversee the selection and administration process to appoint the Modification Panel and Uniform Network Code Committee Independent Chair.
  • Publish information on the JO website and inform interested parties by email of new publications, and to inform future applicants of past submissions.
  • Archiving information published on the website to assist in future submissions.
  • Inform Ofgem of proceedings in accordance with the UNC, and CACoP. 
  • Provide assistance to industry participants and consumer representatives in relation to the work carried out by the JO.
  • Comply with customer surveys carried out by OFGEM or their designated third parties.

Sharing your personal data

We share personal data with:

  • Those with a commercial interest in the gas industry including representatives of the Gas Transporters, Shippers, the independent gas transporters, third party participants and Ofgem in accordance with the UNC.
  • Any expert instructed to assist in UNC and/or JO processes
  • The general public by way of information uploaded to the website in accordance with the terms of the UNC 
  • Other Code Administrators in accordance with the CACoP
  • CDSP in relation to the terms of the DSC 
  • OFGEM in its role as gas regulator, including disclosure for the purpose of customer surveys in accordance with CACoP
  • Providers of IT including:
    •  Email processing providers, storage facilities and back up services
  • Other recipients
    • Those who request to be informed of the activities of JO processes
    • Providers of venue and restaurant facilities
    • Professional advisors such as lawyers
    • Individuals or organisations engaged in research

The JO does not trade personal data for commercial purposes and will only disclose data other than as set out in this notice, if required to do so by law.
The JO only uses EEA-based providers to process personal data.

Security

The JO has put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, altered or disclosed, or used or accessed in an unauthorised way. 

We limit access to personal data to only those individuals who need to have access to process it for the purpose for which it has been collected. Those individuals are subject to a duty of confidentiality and will only process that data in accordance with our instructions.

Accuracy

The JO strives to ensure that all personal data, is accurate and up to date. Where the JO is informed of any inaccuracy, it will update its data base within a calendar month.

Automatic processing of personal data

The JO does not use automated processing save for analytical cookies present on our website. Please see our cookie policy for more details.

Marketing and email contact

The JO does not send marketing emails. Notification by email of news and updates to the website are provided in accordance with the UNC and DSC. If you are receiving these emails but no longer wish to do so please contact the JO at enquiries@gasgovernance.co.uk.

Twitter

We have a Twitter account in the name of @jointoffice. This facility is intended to enhance public awareness of changes or proposed changes to the Codes with which we deal. If you choose to engage with Twitter you will be subject to Twitter’ privacy policy that can be found at https://twitter.com/en/privacy 

Consent

The JO does not rely on consent as the lawful basis to process personal data in the vast majority of situations. The main exception to this is when an individual makes a request for a notification of website updates to be emailed directly to their personal email address. Records of consent are maintained and reviewed. Consent provided for this purpose is valid for 2 years unless withdrawn before that time. Consent may be withdrawn at any point by contacting the JO at enquries@gasgovernance.co.uk

How long do we keep your personal data?

Type of data Reason / Length
Personal data of members of committees, forums and workgroups and representatives of Gas 
Transporters, Shippers, Ofgem and Xoserve.

Identification of members and representatives on the website will remain for as long as they are in the indicated role. 

Where personal data appears in documentation uploaded to the website, that information will remain published for as long as it is relevant for the purpose for which it was collected.

Personal data of those who submit, support or respond to proposals to the JO regarding the UNC. Where personal data appears in documentation uploaded to the website, that information will remain published for as long as it is relevant for the purpose for which it was collected.
Personal data of those who apply to provide expert evidence or services Curriculum vitae – 3 years before requesting an update to be provided 
Personal details of those who are seconded from Gas Transporters to work on behalf of the JO For the period of secondment. Any relevant personal data is shared with the Individuals employer – please refer to their Privacy notice
Personal details of those members of the public requesting to be placed on distribution list 2 years or the date when consent is withdrawn
Personal details of those who engage with the JO in ways other than as listed above 7 years
All emails to enquries@gasgovernance.co.uk 2 years

Your rights

In circumstances where your personal data has been processed by the JO -  you have the following rights:

Your rights

  • The Rights to be informed
  • The right to access the data we hold on you
  • The right to object to processing carried on the basis of our legitimate interests
  • The right to erasure (in some circumstances)
  • The right to data portability (in some circumstances)
  • The right to have your data rectified if inaccurate
  • The right to have your date restricted or blocked from processing
  • The rights relating to automated individual decision making

To find out more about each right, please follow the following link to the ICO website

To exercise any of these rights, or to raise a concern regarding the processing of your data, please contact the DPM at enquiries@gasgovernace.co.uk.

1. Members of Panel, committees, forums and Workgroups and representatives of Gas Transporters, Shippers, Ofgem and Xoserve and Code Administrators

We collect name, work email and telephone number (where provided) of those individuals who attend committees, forums and workgroups. We also collect the name of the company and department for which they work. On occasion and at the request of an individual, we collect a personal email address, in order to notify them of the various meetings and to prompt them to access the website for new information.

2. Associated governmental and non-governmental departments such as OFGEM

We collect name, email address and telephone number.

3. Those individuals who submit, support or response to proposals to the JO regarding the UNC

We collect name, work email and telephone number together with the company and relevant department for whom they work.

4. Those individuals who apply to provide expert evidence 

We collect all personal data contained in their curriculum vitae together with their name email and telephone number, and company for whom they work.

5. Those individuals who are seconded from Gas Transporters to work on behalf of the Joint Office 

We collect name, address, email and contact telephone numbers. We also collect personal data necessary for the HR to function appropriately, but only insofar as it is applicable for the period for which the individual is seconded to JO. This may include special category personal data.

6. Individuals who request to be notified of publications on the JO website 

We collect a name and email address only.

7. Individuals who engage with the JO in the applications of its various functions not listed above

We collect a name, email address and contact number.

To find out more about each right, please follow the following link to the ICO website 

To exercise any of these rights, or to raise a concern regarding the processing or your data, please contact the DPM at enquiries@gasgovernace.co.uk