The Police and Crime Commissioner complies with data protection law (including the General Data Protection Regulation and the Data Protection Act) and is a registered data controller (registration no.Z3653467). We are committed to keeping your personal information accurate and up to date. We will not keep your information longer than necessary.
This privacy notice explains how we use your personal information and the ways in which we protect your privacy. Personal information is any information which relates to an individual such as names, addresses, medical conditions, ethnicity, political opinions and criminal convictions.
This notice applies to all personal data collected for or on behalf of the Police and Crime Commissioner. This includes information collected by letter, email, face to face, telephone or online.
You may also receive a privacy notice specific to the service you are receiving.
By using our site and engaging with us, you agree to accept this privacy notice. This notice may be reviewed from time to time so please check back here each time you submit personal data to us.
Why do we process personal information?
The Police and Crime Commissioner is a public authority, established in legislation through the Police Reform and Social Responsibility Act 2011. For the purposes of this notice, the term PCC is used to encompass the person elected as the PCC and any staff authorised to work for or on their behalf or under their direction and control (i.e. the Office of the Police and Crime Commissioner or “OPCC”).
The PCC obtains, holds, uses and discloses personal information for two broad purposes:
- The remit and power of the PCC – which includes rendering assistance to the public in accordance with PCC policies and procedures; and any duty or responsibility of the PCC arising from common or statute law.
- The provision of services to support the remit of the PCC – which include:
- Staff administration, occupational health and welfare
- Management of public relations, journalism, advertising and media
- Management of finance
- Internal review, accounting and auditing
- Property management
- Insurance management
- Vehicle and transport management
- Payroll and benefits management
- Management of complaints
- Management of information technology systems
- HR management
The legal basis for our use of your information will vary depending on the particular circumstance. These are some examples:
- Contract: The use of your personal information could be necessary for the performance of a contract.
- Public task: The use of your personal information could be necessary for the performance of public interest tasks e.g.in relation to Independent Custody Visiting Scheme or grant applications.
- Legal obligation: The use of your personal information could be necessary for compliance with a legal obligation e.g. as an employer we need to process personal data to comply with the legal obligation to disclose employee salary details to HMRC; e.g. use of ethnicity data to comply with Equality legislation. .
- Consent: If you give your consent then we can process your personal information for that particular purpose e.g. for a mailing list for a newsletter.
Some of the functions we carry out may involve collecting, using and sharing special category data as defined by the General Data Protection Regulation and Data Protection Act 2018. We do not disclose or share this sensitive or confidential information without your explicit consent except in a small number of situations where disclosure is allowed by law, or where we have good reason to believe that failing to do so would put you or someone else at risk.
Where the potential for high risk processing is identified, we will undertake a Data Protection Impact Assessment to assess and mitigate any risks.
Who do we share your personal information with?
The information we collect may be shared with other organisations such as policing organisations (Hampshire Constabulary, Thames Valley Police), local authorities (Hampshire County Council), other public services (NHS organisations) and ombudsmen and regulatory authorities (Independent Office of Police Conduct).
We will only share your personal information when we are permitted to or are required to by law or we have your consent to do so as required by data protection law.
We do not pass personal data to other organisations for marketing purposes without your consent.
Your personal information may be processed by an external service provider acting on our behalf to provide services.
How do we handle your personal information?
We handle personal information in accordance with data protection law. Your personal information held on our systems and in our files is secure and is accessed by our staff, contractors working on our behalf, outsourced providers in accordance with their contract and volunteers when required to do so for a lawful purpose.
We will ensure that your personal information is handled fairly and lawfully with appropriate justification. We will only use your information for lawful purposes.
We will strive to ensure that any personal information used by us or on our behalf is of the highest quality in terms of accuracy, relevance, adequacy, not excessive is kept as up to date as possible and is protected appropriately. We will regularly review to ensure it is still required and is lawful for us to continue to retain it and when no longer required we will securely destroy it.
We will respect your individual rights under the law.
How do we keep your personal information safe?
We take the security of all personal information under our control very seriously. We will comply with the relevant parts of the legislation relating to security.
We will ensure that appropriate policy, training, technical and procedural measures are in place. These will include, but are not limited to, ensuring our buildings are secure and protected by adequate physical means. The areas restricted to our staff are only accessible by those holding the appropriate identification, and have legitimate reasons for entry. We carry out audits of our buildings security to ensure they are secure. Our systems meet appropriate industry and government security standards.
We will carry out regular audits and inspections, to protect our manual and electronic information systems from data loss and misuse, and only permit access to them when there is a legitimate reason to do so.
Emails that we send to you or you send to us may be kept as a record of contact. We may also store your email address for future use. If we need to email sensitive or confidential information to you, we will check that we are using the correct email address and may use additional security measures. If you need to send us sensitive information, we recommend using our secure online forms where provided or the postal service.
Under the General Data Protection Regulation you have certain rights.
You can ask us to stop processing your personal data in relation to any service from the Police and Crime Commissioner. This may delay or prevent us delivering a service to you. We will try to meet your request but we may be required to hold or process information to meet our legal duties.
You are entitled to request access to and a copy of any information we hold about you. You also have the right to see CCTV images of yourself and be provided with a copy.
If you find that the information that the Police and Crime Commissioner holds about you is no longer accurate, you have the right to ask to have this corrected. We may not always be able to change or remove the information. However, we will correct factual inaccuracies and may include your comments in the records.
In certain circumstances, you have the right to have your personal data deleted.
You have the right to restrict the processing of your personal data in certain circumstances.
You have the right to object to the processing of your personal data. You have an absolute right to object if it is for direct marketing purposes. You have the right to object in other certain circumstances but subject to limitations. Where the processing of personal information for research or statistical purposes is necessary for the performance of a task carried out for reasons of public interest, we are not required to comply with an objection. An example of this is crime mapping where we use information to identify areas of specific criminality.
When we use your personal information on the basis of your consent, you will have the right to withdraw your consent to our use of your personal information at any time.
If you wish to exercise the above mentioned rights, please contact our Data Protection Officer using the details below. We will respond to you within one month unless we are unable to do so due to the scale or complexity of the request.
To allow us to respond efficiently to you, we would encourage you to make your request by completing our online forms. This will provide us with all the information we need to process your request.
How long will you keep my personal information?
We will keep your personal information as long as is necessary for the particular purpose or purposes for which it is held. This is set out in our Records Retention and Disposal Policy.
Monitoring of communications
We may monitor or record and retain telephone calls, texts, emails and other electronic communications to and from our organisation in order to deter, prevent and detect inappropriate or criminal activity, to ensure security, and to assist the purposes we have described. We will tell you if your call is being recorded.
If you have any concerns about how we have handled your personal information you should contact our Data Protection Officer by email or write to:
Data Protection Officer
Office of the Police and Crime Commissioner for Hampshire
St George’s Chambers
St George’s Street
Telephone 01962 871595 (Monday-Friday, 9.00am-4.00pm)
If you want to raise a concern with the Supervisory Authority
The Information Commissioner is the independent Authority responsible within the UK for ensuring we comply with data protection legislation. If you have a concern about how we have used your personal information or you believe you have been adversely affected by our handling of your data you may wish to contact them using the information below:
The Information Commissioner’s Office,
As of 25 March 2020, the Information Commissioner’s Office have requested that you should not contact them by post while the office is closed.
Telephone 0303 123 1113
Further information about the ICO can be found on their website, through which you can also contact them.
This website contains external links to third party sites. Our privacy notice applies only to information collected by or on behalf of the Police and Crime Commissioner. If you go to another website, you should read their privacy notice before you give them any personal details.
Last updated on 25 March 2020