1. Who are we?
1.1 We are the Office of the Police & Crime Commissioner for Lancashire. Our address is :
Office of the Police and Crime Commissioner,
PO Box 100,
1.2 We are listed on the Information Commissioner’s register of data controllers under number Z3466326 (Police & Crime Commissioner for Lancashire).
1.3 Your privacy is important to us. We aim for full transparency on how we gather, use and share your personal information in accordance with the General Data Protection Regulation and Data protection laws.
1.4 If you have any concerns about how the Office of the Police & Crime Commissioner (OPCC) is handling your personal data, these can be raised with the Data Protection Officer:
In writing: Data Protection Officer, OPCC for Lancashire, PO Box 100, County Hall, Preston, PR1 0LD
By Telephone: 01772 533587
By Email: firstname.lastname@example.org
2. What is the purpose of this notice?
2.1 This privacy notice tells you what to expect when the OPCC for Lancashire receives, creates, holds, discloses or otherwise processes personal information about you.
3. Why do we process personal information?
3.1 We process your personal information to assist us in the performance of our core statutory functions (including any incidental functions) such as ensuring the maintenance of an efficient and effective police force in Lancashire.
3.2 We will use your information in a manner that conforms to a series of data protection principles as referenced in the General Data Protection Regulation. These principles are there to protect you and they make sure that we:-
- Process all personal information lawfully, fairly and in a transparent manner;
- Collect personal information for a specified, explicit and legitimate purpose;
- Ensure that all personal data information processed is adequate, relevant and limited to the purposes for which it was collected;
- Ensure the personal information is accurate and up to date;
- Keep your personal information for no longer than is necessary for the purpose(s) for which it was collected;
- Keep your personal information securely, using appropriate technical or organisational measures.
3.3 All personal information held by us will be processed for the following purposes:
- To ensure we meet all legal obligations;
- To allow us to meet the needs and concerns of the community;
- Where necessary, for law enforcement or community safety functions;
- For the prevention or detection of crime;
- The apprehension and prosecution of offenders;
- Where necessary, to protect individuals from harm or injury;
- To enable us to set police and crime plan priorities;
- Staff and volunteer recruitment, management and vetting in support of our core functions.
- Research purposes
3.4 Your information will only be held as long as necessary and it will be disposed of in a secure manner when no longer needed. The periods of retention of information are specified in the Retention Schedule for the OPCC.
4. What information do we collect?
4.1 We may collect and process the following types of information:
- email address;
- telephone number;
- employment data
4.2 We may collect data which is sensitive personal data and this may include:
- Physical or medical information;
- Religious beliefs or similar beliefs;
- Racial or ethnic origin information;
- Whether you are a member of trade unions;
- Political opinions and political affiliations;
- Your sexual orientation;
- The commission or alleged commission of an offence by you.
5. How do we collect data?
5.1 We may collect data from information provided by you. For example through:
- You posting material to us;
- Requesting to use our website;
- Filling in forms on our website;
- Correspondence between us, including emails;
- Responding to consultations or surveys;
- Reporting problems or issues with our service or site.
5.2 We may capture data through automatic information and cookies. We may capture and store some information about your computer, such as your IP address, operational system and browser type for system administration. We will use this data to help us understand our user’s browsing patterns.
We may also obtain information about your general usage of our website by using a cookie file, which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive.
We may keep records of any contact you have with us.
We may record details of calls that you make to us expressly for the purposes of maintaining customer services standards and assisting staff in training.
6. What do we do with your information?
6.1 We will need to sometimes share your information within the Office, as well as with partner organisations. For example with:
- Lancashire Constabulary;
- Lancashire Fire & Rescue Services;
- Lancashire District Councils;
- Lancashire Upper tier Councils (Lancashire County Council, Blackburn with Darwen Council and Blackpool Council);
- Government departments;
We may also need to supply your information to organisations we have contracted to provide a service.
We will only ever share your information if we are satisfied our partners or suppliers have sufficient measures in place to protect your information in the same way we do.
We will never share your information for marketing purposes.
Before sharing information, we will ensure that:
- Privacy notices are completed (if appropriate);
- Appropriate controls are in place to ensure information is kept secure;
- Information Sharing Agreements or contractual arrangements are in place showing the rules to be adopted for a sharing exercise;
- Subject access rights are catered for.
We will not pass any personal information on to third parties, other than those who either process information on our behalf or because of a legal obligation or other lawful basis for processing.
Your personal and sensitive data will only be stored and processed on servers based in the European Economic Area.
6.2 We will not disclose information that you provide in confidence to us to anyone else, except in those situations when disclosure is required by law, or where we have a good reason to believe that failing to share the information would put someone at risk.
6.3 We may need to disclose information to other partners, including (but not exclusively) the Police, or Lancashire County Council or other local authority, where it is necessary to comply with a legal obligation for example in connection with a complaint or where permitted to do so by law, for example, where disclosure is necessary for the prevention or detection of crime.
6.4 Where we need to disclose sensitive or confidential information, such as alleged criminal conduct to other partners, or in connection with a complaint we will only do so with your explicit consent or where we are legally required to do so. We may disclose information when necessary to prevent risk of harm to an individual.
6.5 We may use your information for research purposes, but we will ensure that any information used is not capable of identifying you as an individual. We may wish to research, for example, the impact of the victims’ service on its users and their journey or to understand the domestic abuse profile across Lancashire.
6.6 As a public authority, the OPCC is required to protect the public funds it administers. It may share information provided to it with other bodies responsible for auditing or administering public funds in order to prevent and detect fraud.
6.7 The Cabinet Office is responsible for carrying out data matching exercises. We participate in the Cabinet Office’s National Fraud Initiative, a data monitoring exercise, to assist in the prevention and detection of fraud. We provide particular data sets to the Minister for the Cabinet Office for a monitoring exercise. The Cabinet Office carry this exercise our pursuant to their statutory powers under the Local Audit and Accountability Act 2014.
7. Your rights and retention periods
7.1 Retention Periods: We will only keep your information for as long as it is required. The retention period is either dictated by law or at our discretion. Once your information is no longer needed, it will be securely and confidentially destroyed.
7.2 Your Rights: You have certain rights under the General Data Protection Regulation (GDPR), these are:
- The right to be informed – with privacy notices such as this;
- The right to access any personal information we hold about you;
- The right to request erasure of your details. You have the right to have your personal data erased and to prevent processing, unless we have a legal obligation to process your personal information;
- The right to restrict processing. You have the right to request a restriction on processing;
- The right to data portability. We will provide you with your personal data in a structured, commonly used, machine readable format when asked;
- The right to object. You can ask that your personal data stop being used for profiling, direct marketing or research purposes;
- You have rights in relation to automated decision making and profiling to reduce the risk that a potentially damaging decision is undertaken without human intervention.
If you want to exercise any of these rights, you may write to:
The Data Protection Officer
OPCC for Lancashire
PO Box 100
Please use the contact form on the website.
7.3 Information Commissioner
The Information Commissioner is the independent regulator responsible for enforcing the Data Protection Act and advising on privacy rights. The information Commissioner’s Office can be contact details are as follows:
Telephone : 01625 545700
Website : www.ico.gov.uk
Post: The Information Commissioner’s Office
8. Access to official information
8.1 Information on the Commissioner’s decision making is available on the website.
8.2 Under the Freedom of Information Act 2000, you have a right to request any recorded official information held by the Office (subject to exemptions). If you want to make a Freedom of Information request, please go to the website and use “Contact us”.
8.3 The OPCC is required to make certain information publicly available through its Publication Scheme. Before you submit a request, please check the Publication Scheme which on the website under Transparency.
9. Changes to our Privacy Notice
9.1 Our Privacy Notice may change from time to time. This site will always contain the current Privacy Notice.
9.2 This Privacy Notice was last updated in May 2018.
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