Data Protection Policy

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1 Data Protection Policy Introduction The Data Protection Act 1998 gives individuals the right to know what personal information is held about them. It provides a framework to ensure that the Office of the Police and Crime Commissioner for Norfolk (OPCCN) and other bodies properly handle personal information they hold about them. The OPCCN undertakes to handle the information it holds about individuals in an appropriate and sensitive manner and that all procedures for the handling of such information comply with the legislation. The OPCCN adheres to the 8 principles within the Act, as follows: 1. Fairly and lawfully processed 2. Processed for limited purposes 3. Adequate, relevant and not excessive 4. Accurate and up to date 5. Not kept for longer than is necessary 6. Processed in line with your rights 7. Secure 8 Not transferred to other countries without adequate protection. The Act provides individuals with rights, including the right to find out what personal information is held about them, on computer and most paper records. The Act does not guarantee personal privacy at all costs, but aims to strike a balance between the rights of individuals and the competing interests of those with legitimate reasons for using personal information. It applies to some paper records as well as computer records. In handling personal information, the OPCCN considers the following matters to ensure it complies with the Data Protection Act: Information about individuals is only retained for a business reason People whose information the OPCCN holds have consented to the use of that information, and should understand what it will be used for The OPCCN will only pass on personal information with the express permission of the individual and only for OPCCN related purposes Information is held securely and is only accessed by OPCCN staff The use of personal information is limited to those with a strict need to know Personal information is accurate and up to date Information is destroyed if there is no further need for it

2 The OPCCN s Notification to the Information Commissioner (Ref No: Z344509X) is up to date and reviewed annually. Notifying the Information Commissioners Office A Data Protection Notification is the process by which the OPCCN informs the Information Commissioner of certain details about its processing of personal information. These details are used by the Information Commissioner to make an entry describing the processing in the register of data controllers that is available to the public for inspection. A basic principle of data protection is that the public should know (or should be able to find out) who is carrying out the processing of personal information as well as other details about the processing (such as for what reason it is being carried out). The register of data controllers assists individuals in understanding how personal information is being processed. The aim of the register is to keep its contents at a general level, with sufficient detail to give an overall picture of processing, and it is not intended to contain very detailed information about a data controllers processing. More detail is only necessary to satisfy specific statutory requirements or where there is particular sensitivity. The Data Protection Act 1998 requires the OPCCN (as Data Controller i.e. the holder of information) who is processing personal information to notify the Information Commissioners Office of the types of information they hold and how it is processed. Failure to notify is a criminal offence. Subject Access Information where the OPCCN is the data controller: Where the OPCCN is the data controller, individuals are entitled to be told whether the OPCCN holds data about them and if it does: to be given a description of the data in question to be told for what purpose the data is processed to be told the recipients, or classes of recipients, to whom the data is or may be disclosed. Subject Access applies to all information that meets the definition of personal data of the applicant. This will include correspondence, reports, and s. Any information held about an individual may be disclosed on receipt of a Subject Access application, and individuals are entitled to a copy of the information with any unintelligible terms, acronyms or codes explained. They will also be given any information available on the source of the data. The data will be in its latest form.

3 Anyone wishing to make a Subject Access Request, should complete the application form (at Appendix A) and send it to: Data Protection Officer OPCCN Building 8 Wymondham Norfolk NR18 0WW All applications MUST be accompanied by two documents providing proof of the identity of the applicant. These documents must show between them: Full name Date of Birth Signature Current postal address Examples of acceptable documents are: Driving Licence Passport NHS medical card Birth Certificate Bank Statement Utility Bill NB Photocopies are acceptable All applications must be accompanied by a fee of 10 payable by cheque or postal order to OPCCN. If you receive an application form from a member of the public, you must do the following: Check that all fields on the form have been completed Check that 2 documents are provided as proof of identity Check that the 4 pieces of information above match those details on the documents provided Check the fee is paid and issue a receipt Return any application forms that are incomplete, do not have proper proof of identity or the fee to the applicant A request for access to personal data will be dealt with promptly and in any event within 40 days of receipt of the request and payment of the fee.

4 If an individual considers that a request for access to personal data has not been dealt with properly, they should: a) Write in the first instance to: Performance and Compliance Officer OPCCN Building 8 Wymondham Norfolk NR18 0WW seeking resolution of their complaint, or if an individual is still not content with the information provided; b) Write to the Information Commissioner, who is appointed to consider such complaints at: Office of the Information Commissioner Wycliffe House Water Lane Wilmslow Chelmsford SK9 5AF Tel: ICO Website: The Information Commissioner is empowered to assess whether there has been a failure to comply with the Act. The Information Commissioner can issue enforcement proceedings if satisfied that there has been a contravention of the data protection principles. The Information Commissioner can also recommend that an individual apply to court alleging a failure to comply with the subject access provisions of the Act. The court may make an order requiring compliance with those provisions and may also award compensation for any damages the individual has suffered as well as any associated distress. Information where the OPCCN is not the Data Controller: In many cases, it is the Constabulary and not the OPCCN who hold personal information. For example, the Police National Computer includes information on prosecutions, convictions and cautions. Chief Constables are the data controllers for this information and not the OPCCN. An individual has the right to be told by a Chief Constable whether any information is held on the Police National Computer and a right to a copy of that information. A similar process applies for making a subject access request to the Chief Constable.

5 Police Forces provide a form to simplify the exercise of an individuals right to information. To obtain a Subject Access Request application form from Norfolk Constabulary, please contact: Data Protection Officer Norfolk Constabulary Wymondham, Norfolk NR18 0WW

6 APPENDIX A OPCCN Building 8 Wymondham, Norfolk NR18 0WW Tel No: DATA PROTECTION ACT 1998 SUBJECT ACCESS APPLICATION Use this form to request information about you that may be held by the Office of the Police and Crime Commissioner for Norfolk Your Rights You have a right to be told whether any information is held about you and a right to a copy of that information, unless certain exemptions apply. You will be provided with that information only if you have provided satisfactory proof of your identity. Information may not have to be provided if someone else can be identified in or from the information. If you think that information might be held about you that may identify or have been provided by another person, you may want to get that person s written agreement to enable the information to be given to you, and send it with your application. Chief Executive Rights The Chief Executive may refuse a request where the information is held for: a) the prevention or detection of crime, or b) the apprehension or prosecution of offenders and giving you the information would be likely to prejudice any of those purposes. The information you provide on this form will be used for processing your request. Official use only OPCCN Ref. No.: What To Do 1. Complete Sections 1, 2 and 3 2. Include Proof of Identity. To help establish your identity this application must be accompanied by two official documents (originals or photocopies) which between them clearly show your name, current postal address, date of birth and signature, for example: birth certificate, driving licence, passport, medical card, benefit(s) book, pension book or bank book. 3. Include the Fee. Payment of the 10 sterling fee can only be made by cheque or postal order made payable to OPCCN. 4. The completed form, fee and proof of identity should be sent to the above address, for the attention of the Senior Business Support Officer. What Happens Next Your application will be processed and a reply sent to the address shown on the form. The Act requires that you receive a reply within 40 days from the date the completed application form is received. Please contact us on the number above if you have not received your response within this period. Section 1 About Yourself (tick small boxes [ ] where appropriate) Title: Mr [ ] Mrs [ ] Miss [ ] Ms [ ] Other (specify) Surname/Family Name: First Name(s): Maiden/Former Name(s): Sex: Male [ ] Female [ ] Height: Date of Birth:

7 Place of Birth: Town: County: Postal Address (This address MUST appear on your identity documents and will be the address to which the response will be sent, unless you are making your request through a solicitor or other agent) Post Code: Contact Telephone Number: PREVIOUS ADDRESSES If you have lived at your home address for less than 10 years please provide previous addresses with dates on a separate piece of paper. Section 2 Details of Your Request To help us find the information that we may hold about you, please complete this section as fully as possible. If it is something specific, for example details of a reported crime or incident, quote any reference number that you may have. Continue on a separate sheet if necessary State here what information you are requesting. State here the date, time and location and any reference numbers you might have Section 3 Declaration and signature The information which I have supplied in this application is correct, and I am the person to whom it relates. Signature: Date: Included with form: Fee [ ] 2 Identity Documents [ ] WARNING: - A person who impersonates or attempts to impersonate another may be guilty of an offence. OFFICIAL USE ONLY (to be completed by officer receiving) Application checked & legible [ ] Identification documents checked [ ] Documents confirm name, date of Birth, signature and address [ ] Details of documents produced: Fee Paid Receipt No. Payment Method 10 Officer Completing: Name: Location: Date:

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