The College of Policing process personal data on a day-to-day basis. We hold certain information about you this is known as personal data. The processing of personal data is governed by the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This privacy notice tells you how we process personal data. It describes the steps we take to ensure data is protected, and explains the rights individuals have in regard to their personal data.
We are registered with the Information Commissioner as a Data Controller. As such we are obliged to ensure that all personal data is held and processed in accordance with the law. We take that responsibility very seriously and take great care to ensure that personal data is handled appropriately in order to secure and maintain individuals’ trust and confidence.
We process personal data for three broad purposes:
We will only use appropriate personal data that is necessary to fulfil a particular purpose or purposes.
Data Protection legislation allows for personal data to be processed under one of six conditions. With consideration to the purposes mentioned above, we will process data under the following lawful bases.
Processing personal data is necessary for the performance of a task carried out in the public interest or exercise of official authority vested in the College.
We need to process your personal data to satisfy our legal obligations as the Local Authority.
Because we need to process your personal data to meet our contractual obligations to you.
We rely on a legitimate interest to process your personal data in a way that has minimal privacy impact.
When relying on consent we ensure that it is only used where we do not have an alternative power. Consent will always be clear and concise and ensure that the decision is informed and genuine. Individuals can withdraw their consent at any time by contacting our Data Protection Officer: firstname.lastname@example.org
Where special categories of data are being collected, additional lawful basis will apply such as having explicit consent, necessary for employment, social security, defending against legal claims, for a substantial public interest and for preventative or occupational health or medicine.
We may process personal data relating to or consisting of the following:
In most cases personal data is obtained directly from the data subject however we may also obtain personal data from a variety of sources such as:
Where you have provided us with personal data about other individuals, such as family members or dependants please ensure that those individuals are aware of the information contained within this notice.
We will always handle personal data in accordance with the UK GDPR and relevant Data Protection legislation. In particular we will ensure that personal data is handled fairly and lawfully with appropriate justification.
We will strive to ensure that any personal data used by us or on our behalf is accurate and relevant. We will also ensure it is:
We will also respect individuals’ rights under the UK GDPR and relevant Data Protection legislation.
We take the security of all personal data under our control very seriously. All personal data will be processed in line with the principles set out within the ICO Regulations and Data Protection legislation that we must comply with, specifically the accountability principle.
These procedures are continuously managed and enhanced to ensure up-to-date security and protection.
We may disclose personal data to a wide variety of recipients, including those from whom personal data is obtained (as listed above).
This may include the following:
Disclosures of personal data will be made on a case-by-case basis, using the personal data that is appropriate and proportionate to a specific purpose. We will always ensure that we have a lawful basis to share the data concerned and with necessary controls in place.
Some of the bodies or individuals to which we may disclose personal data may be situated outside of the United Kingdom (UK) and the European Union (EU). If we do transfer personal data to such territories, we ensure that there are appropriate safeguards in place to certify that it is adequately protected as required by the UK GDPR and relevant data protection legislation.
Under Data Protection legislation you have a number of individual rights.
You have the right to ask us for copies of your personal information. Formally known as a subject access request.
You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
You have the right to ask us to erase your personal information in certain circumstances.
You have the right to ask us to restrict the processing of your personal information in certain circumstances.
You have the the right to object to the processing of your personal information in certain circumstances.
You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one calendar month to respond to you.
Contact us at email@example.com if you wish to make a request.
We will only keep your personal data for as long as we need to in order to fulfil the purpose(s) for which it was collected and for so long afterwards as we consider may be required to deal with any questions or complaints that we may receive, unless we elect to retain your data for a longer period to comply with our legal and regulatory obligations.
More details can be found on the College’s retention, review and disposal schedule.
We may monitor or record and retain telephone calls, texts, emails and other electronic communications to and from the College in order to deter, prevent and detect inappropriate or criminal activity, to ensure security, and to assist the purposes described within this notice.
We may update this notice periodically. Where we do this we will inform you of the changes and the date on which the changes take effect.
We also have service specific privacy notices that will be communicated to individuals who use the service or participate in the activity.
For any queries or concerns related to the way the College handles personal data please contact our Data Protection Officer.
Data Protection Officer
If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details above. We respectfully ask that you submit your first complaint to us in the first instance to allow the College to properly address any concerns
If after making a complaint to the College you still feel your concerns were not fully addressed you can contact the ICO on the details below:
The Information Commissioner’s Office
Phone: 0303 123 1113