Privacy Notice Contents
This privacy notice is intended to provide details regarding how we collect, use, protect or otherwise handle your personal information.
This notice is layered. So, if you wish, you can easily select the reason we process your personal information and see what we do with it.
The Humberside Office of the Police and Crime Commissioner (OPCC) collects and processes personal data in the course of our business. We are committed to being transparent about how we collect and use data and to meeting our data protection obligations. This privacy notice informs you of how information is obtained, used, and retained for. We have an obligation to highlight the information in the contents table.
Data Controller: Rachel Cook, Chief Executive, Office of the Police and Crime Commissioner for Humberside, The Lawns, Harland Way, Cottingham, HU15 5SN.
Data Protection Officer: Michael Richmond, Office of the Police and Crime Commissioner for Humberside, The Lawns, Harland Way, Cottingham, HU15 5SN.
The Office of the Humberside Police and Crime Commissioner is registered with the Information Commissioner as a data controller. Our registration number is ZB373325.
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- You have made a complaint or enquiry to us.
- You have made an information request to us.
- You wish to attend, or have attended, an event.
- You subscribe to one or more of our newsletters.
- You have applied for a job or secondment with us.
We also receive personal information indirectly, in the following scenarios:
- You have made a request for a review of a complaint you have made to Humberside Police.
- A complainant refers to you in their complaint correspondence.
- From other public authorities, regulators or law enforcement bodies.
- Where you have made your contact information available on your organisation's website and we use this to contact you and your organisation in our official capacity.
- An employee of ours gives your contact details as an emergency contact or a referee.
- A partner agency passes your personal information to us in order to fulfil one of our statutory duties.
If it is not disproportionate or prejudical, we’ll contact you to let you know we are processing your personal information.
We may use the information we collect from you when you contact us in the following ways:
- To follow up with you after correspondence (email, letter or phone enquiries)
- To allow us to better service you in responding to your enquiries
- To improve our website in order to better serve you
- To provide you with information about news or events relating to the work of the Office of the Police and Crime Commissioner
- To respond to surveys
- To process any complaints received about the Chief Constable, PCC or member of Office of the Police and Crime Commissioner (OPCC) staff
- To forward complaints about Humberside Police to the appropriate department within the force so they may be dealt with appropriately.
- To seek the advice of the Home Secretary in relation to Police Pensions forfeitures.
- On computers, mobile devices and in paper records.
- The OPCC website may store or capture personal information (for example via complaints, feedback forms, on-line surveys and e-mail) in order to assist us to deliver or improve our services. The website will also log the user’s IP address which is automatically recognised by the web server
- Cookies are used for collecting specific user information from the website, but only that which is required for system administration of the web server. More information about the cookies we use online can be found on our cookies page.
We will use your information in a manner that conforms with Data Protection legislation, and will endeavour to ensure that it is; kept up-to-date, protected appropriately, reviewed, retained and securely destroyed when no longer required. Please see the OPCC Records Retention and Disposal Policy.
In order to progress an enquiry received from yourself via correspondence, we may need to share your information with Humberside Police. If there is a business need to share your data further with other third parties, we will not do so without your permission.
We may share details you provided as part of a grant funding application with Humberside Police and/or other partners as part of the decision making process.
We may share details you provided to us and Humberside Police with a third-party Data Processor if you ask the PCC to undertake a complaint outcome review.
Where a consideration is made for a Police Pension Forfeiture, your personal data will be shared with the Home Secretary.
What we hold
Details of individuals who correspond with or enquire of the Office of the Police and Crime Commissioner (OPCC)
Where we get the data from
Direct from data subject
Our lawful purpose for processing the data
Public Task
Is there a statutory or contractual obligation to provide personal data?
No
Who we share the data with
Humberside Police – if the correspondence was misdirected
How long we keep it
Six years after the last contact from the individual
What we hold
Names and contact details of survey respondents
Where we get the data from
Direct from data subject
Our lawful purpose for processing the data
Public Task
Is there a statutory or contractual obligation to provide personal data?
No
Who we share the data with
This data is not shared, unless specifically authorised by the data subject, who would agree to this at the time of providing the data
How long we keep it
Six years
What we hold
Names and email addresses on mailing lists
Where we get the data from
Direct from data subject
Our lawful purpose for processing the data
Consent
Is there a statutory or contractual obligation to provide personal data?
No
Who we share the data with
Nobody
How long we keep it
As long as the data subject consents for us to do so
What we hold
Contact details of individuals who apply for grants.
Where we get the data from
Direct from data subject or from a third party (Good Grants)
Our lawful purpose for processing the data
Performance of a Contract
Is there a statutory or contractual obligation to provide personal data?
Required to potentially enter into a contract
Who we share the data with
Government departments, for central grants and partners including Community Safety Partnerships and the Humber Violence Prevention Partnership for appriasal purposes.
How long we keep it
Six years
What we hold
Contact details for suppliers of goods and services
Where we get the data from
Data subject
Our lawful purpose for processing the data
Performance of a Contract
Is there a statutory or contractual obligation to provide personal data?
Required for contract management
Who we share the data with
Nobody
How long we keep it
Six years after the termination of the contract
What we hold
Contact details for people who make requests for information under Freedom of Information or Data Protection
Where we get the data from
Direct from data subject
Our lawful purpose for processing the data
Public Task
Is there a statutory or contractual obligation to provide personal data?
It is required by the Freedom of Information Act for the requester to provide a name and address in order to send a response.
Who we share the data with
Nobody
How long we keep it
Six years after the response was sent.
What we hold
Employee details including former and potential members of staff, volunteers, independent assurance panel members, advisers, consultants and other professional experts
Where we get the data from
Direct from data subject
Our lawful purpose for processing the data
Performance of a contract / Public Task (for non-employed people)
Is there a statutory or contractual obligation to provide personal data?
Employment contracts
Who we share the data with
Humberside Police, who operate our IT and Payroll systems
How long we keep it
Six years after end of contract
What we hold
Criminal offence information, where it is required to fulfil a statutory duty, to facilitate the operation of the Violence Reduction Unit or to effectively hold the police force to account for its performance. This may include inferred special category data (e.g. crime numbers relating to racially or religiously aggravated offences)
Where we get the data from
Humberside Police and other Criminal Justice partners
Our lawful purpose for processing the data
Public Task, Prevention and Detection of Crime
Is there a statutory or contractual obligation to provide personal data?
No
Who we share the data with
Criminal Justice Partner agencies including Humberside Police and the Violence Reduction Unit
How long we keep it
No longer than six years after its last use
What we hold
Details of complaints against the police where a request has been made for a Complaint Outcome Review
Where we get the data from
Humberside Police
Our lawful purpose for processing the data
Legal obligation
Is there a statutory or contractual obligation to provide personal data?
Yes, under Police Complaints legislation
Who we share the data with
Humberside Police and our third-party investigations provider.
How long we keep it
Six years after closure of complaint
What we hold
Names and contact details of former Police Officers where a consideration is made for pension forfeiture, and details of the criminal offence of which they were convicted
Where we get the data from
Humberside Police
Our lawful purpose for processing the data
Legal obligation
Is there a statutory or contractual obligation to provide personal data?
Yes under the Police Pensions Regulations
Who we share the data with
The Home Secretary
How long we keep it
Until the death of the data subject
Your Right of Access
You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.
You have the right to obtain:
- confirmation that your data is being processed;
- any available information as to its origin;
- access to your personal data held.
We will provide the information free of charge.
Your right to rectification
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies. You can read more about this right here.
Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances. You can read more about this right here.
Your right to restriction of processing
You have the right to ask us to restrict the processing of your information in certain circumstances. You can read more about this right here.
Your right to object to processing
You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests. You can read more about this right here.
Your right to data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated. You can read more about this right here.
If we are processing your information for criminal law enforcement purposes, your rights are slightly different. Please see the relevant section of the notice.
You are not required to pay any charge for exercising your rights. We have one month to respond to you.
More information about Data Protection and your rights can be found on the Information Commissioner’s website https://ico.org.uk/for-the-public/
If you wish to apply for access to your personal data, restrict its processing, have it amended or removed, you can ask us verbally or write to us. We need to be supplied with sufficient personal details to locate the information you seek.
We will provide the information or deal with your request as soon as is practicable and at the latest within one month of receipt of your request, unless your request is complex or you send a large number of requests. In which case we may need more time to provide the information, but we will inform you of this and explain why.
In some cases, we may not be able to respond to your request, for example if the request is either unfounded, excessive or repetitive. When we cannot respond to your request, we will explain why.
If you consider that a request by you for access to your personal data has not been dealt with properly, you can write to our Office seeking resolution of your complaint, details below.
You have the right to request that the OPCC stops holding your personal information at any time. Where possible we will seek to comply with your request but we may be required to hold or process your information to comply with a legal requirement. There may be situations where you find that the information we hold is no longer accurate and you have the right to have this corrected. You are also legally entitled to request a copy of any information that we hold about you – for further information please contact us by emailing:- pcc@humberside.pnn.police.uk
Who do I complain to if I am still unhappy?
You can also complain to the Information Commissioners Office (ICO) if you are unhappy with any aspect of how the OPCC uses your personal information. ICO contact details are below:-
The Information Commissioner's Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF.
Telephone: 08456 306060 or 01625 545745
Website: www.ico.org.uk
In many cases, it is the chief constable of police and not the Police and Crime Commissioner (PCC) who holds personal information. The Police National Computer includes information on prosecutions, convictions and cautions. Chief Officers of police are the data controllers for this information and not the PCC. You have the right to be told by a chief officer whether any information is held about you on the Police National Computer and a right to a copy of that information.
To contact Humberside Police with regard to a subject access request, please visit the Humberside Police website at:
www.humberside.police.uk/requesting-personal-data
Or e-mail: InformationComplianceUnit@humberside.pnn.police.uk
