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To understand how your data is collected and handled, read our privacy notice.
The processing of personal data is governed in the United Kingdom by the UK GDPR and the Data Protection Act 2018 (the Act). Under the Act the Chief Constable of Gloucestershire Constabulary (hereafter referred to as we or us) is registered as a data controller.
The following section explains how your data is collected, stored and used when you access services through this website. This platform is used by a number of Police forces in the UK. It is in addition to Gloucestershire Constabulary’s privacy notice, which you can view at the bottom of this document.
Information about site usage is gathered to help the development and improvement of services to the public, and to protect the integrity of our systems from malicious users. We also gather information through the various functions available on the site that allow you to provide us with information (such as online forms). This information currently consists of:
Because of the way the website is set up, all complete online forms are automatically sent securely to the central police IT team responsible for delivery of the National Police Chiefs' Council Digital Policing Portfolio, as well as us.
In addition, part-complete online forms may be saved and stored, as above, to assist with the following:
A 'cookie' is a piece of information stored on your computer which allows web servers to collect information from your visit to this website. It saves a small amount of data to your computer, which the website then uses on repeat visits.
See our cookies page for more information
This Privacy Notice explains how and why Gloucestershire Constabulary process your personal data and the steps we take to keep your information safe. It also describes your rights with regard to your personal information and how to complain to the Information Commissioner if you have concerns as to how we have handled your data.
The use and disclosure of personal information is governed in the United Kingdom by the UK General Data Protection Regulation (“ UK GDPR’) and Data Protection Act 2018 (‘the Act’), collectively referred to as the Data Protection Legislation (‘the legislation’).
The UK GDPR applies the standards for the processing of data considered as “general data”, this is data which is processed for a reason not involving law enforcement or national security. How organisations should process “general data” can be found at Part 2 of the Act.
The processing of data for law enforcement purposes can only be done by an organisation which is considered as a “competent authority”. Law enforcement purposes are “the prevention, investigation, detection or prosecution of criminal offences or the execution of criminal penalties, including the safeguarding against and the prevention of threats to public security”. The description of a “competent authority” is laid down in data protection law, and includes but is not limited to, organisations such as police forces, the Financial Conduct Authority and the Information Commissioner. How organisations should process data for “law enforcement purposes” can be found at Part 3 of the Act.
The Chief Constable of Gloucestershire Constabulary is the “Data Controller” and as such has overall responsibility for the lawful processing of all personal data processed by the force. He is assisted by the “Data Protection Officer” who provides advice and guidance in relation to data protection law. Our data protection registration number is Z4885976 which is renewed each year.
The Chief Constable
Rod HansenGloucestershire ConstabularyPolice HQ1 Waterwells DriveWaterwellsQuedgeleyGL2 2AN
Data Protection Officer
Jo SteedmanInformation DisclosureGloucestershire ConstabularyPolice HQ1 Waterwells DriveWaterwellsQuedgeleyGL2 2AN
Why do we process your personal information, considered as general data?
Gloucestershire Constabulary process personal information for a variety of reasons including:
For example we process personal data for the following “lawful purposes” to:
When holding, disclosing, or otherwise handling your personal information, we have several legitimate interests. These include:
In order to carry out the purposes described above Gloucestershire Constabulary may obtain, use and disclose personal information relating to a wide variety of individuals including:Our staff, officers, volunteers, agents, temporary and casual workers; Suppliers, Complainants, correspondents, litigants and enquirers; Relatives, guardians and associates of the individual concerned; Advisers, consultants and other professional experts; Victims (current, past and potential); Former and potential members of staff, pensioners and beneficiaries.
See the Covid-19 privacy notice for more information about how we may seek to collect and hold additional information about you in relation to the challenges we are all facing during the Coronavirus pandemic.
The type of personal information we hold will vary depending upon the reason you have had contact with us but it may include:
Your name and address; Fingerprints, DNA or photograph; Family, lifestyle and social circumstances; Education and training details; Employment details; Financial details; Goods or services provided; Racial or ethnic origin; Political opinions; Religious or other beliefs of a similar nature; Trade union membership; Physical or mental health or condition; Sexual life; Offences and alleged offences; Criminal proceedings, outcomes and sentences; Sound and visual images; References to manual records or files; Information relating to safety and health; Complaint, incident, civil litigation and accident details
We will use the minimum amount of personal information necessary to fulfil a particular purpose. Your personal information may be held on a computer system, in a paper record such as in a physical file or a photograph.
To carry out the purposes we have described we may obtain personal information from a wide variety of sources, including:
HM Revenue and Customs; Legal representatives; Solicitors; Courts; Voluntary sector organisations; Independent Office for Police Conduct; Her Majesty’s Inspectorate of Constabulary; Auditors; Police and Crime Commissioners; Central government, governmental agencies and departments; Relatives, guardians or other persons associated with an individual; Current, past or prospective employers of the individual; Healthcare, social and welfare advisers or practitioners; Education, training establishments and examining bodies; Business associates and other professional advisors; Employees, officers and agents of Gloucestershire Constabulary; Suppliers, providers of goods or services; Persons making an enquiry or complaint; Financial organisations and advisors; Credit reference agencies; Survey and research organisations; Trade union, staff associations and professional bodies; Local government; Voluntary and charitable organisations; Ombudsmen and regulatory authorities; other emergency services and partner agencies including multi-agency partnership arrangements such as the Gloucestershire Local Resilience Forum (LRF); the Media
We handle personal information considered as “general data” according to the requirements of Part 2 of the Data Protection Act 2018 and UK GDPR. Your personal information, held on our systems and in our files, is secure and is accessed by our staff, police officers, contractors and data processors 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 lawfully, fairly and in a transparent manner. 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, and adequacy, is not excessive and 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 for any purpose detailed in this notice, we will securely destroy it.
We will respect your information rights under the Act.
Download Appropriate policy document - special categories of personal data
To carry out the purposes described Gloucestershire Constabulary may disclose personal information to a wide variety of recipients, including those from whom personal data is obtained, as listed above. This may include:
We may also disclose to other bodies or individuals where necessary to prevent harm to individuals. Disclosures of personal information are made on a case-by-case basis, only relevant information, specific to the purpose and circumstances, will be disclosed and with necessary controls in place.
We will also disclose personal information to other bodies or individuals when required to do so, this could be under an act of legislation, by a rule of law, or by court order. This may include:
We may also disclose personal information on a discretionary basis for the purpose of, and in connection with, any legal proceedings or for obtaining legal advice.
Where you have provided your personal data to us for the purposes of the police constable recruitment process, your data, including biographical monitoring information, will be shared with the College of Policing.
It will be stored on their secure network or within their Assessment Information Management System (AIMS). From this information, your name, email address and candidate reference number will be uploaded to the new online assessment platform for constable recruitment and shared with the third party provider hosting the system in order to progress your application virtually.
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, and seek to comply with the College of Policing Information Assurance authorise practice, and relevant parts of the ISO27001 Information Security Standard.
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 police officers, staff and partner agencies staff is 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 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. Our standard operating procedures and policies contain strict guidelines as to what use may be made of any personal information contained within them. These procedures are reviewed regularly to ensure our security of information is kept up-to-date.
We keep your personal information as long as is necessary for the particular purpose or purposes for which it is held.
Records that contain your personal information processed for “general data” purposes will be managed in accordance with the Forces Retention and Disposal Schedule.
The data protection legislation provides certain rights for individuals in relation to the processing of their data. However, your specific information rights will be dependent on the reason why and how the data was collected and why it is being used.
Your information rights in relation to personal data considered as “general data” are:
This places an obligation upon Gloucestershire Constabulary to tell you how we obtain your personal information and describe how we will use, retain, store and who we may share it with.We have written this Privacy Notice to explain how we will use your personal information and tell you what your rights are under the legislation
This is commonly known as subject access and is the right which allows you access to your personal data and supplementary information, however it is subject to certain restrictions.
You are entitled to have personal data rectified if it is inaccurate or incomplete.
The right to erasure is also known as ‘the right to be forgotten’. This right enables you to request the deletion or removal of personal data where there is no compelling reason for its continued processing.
Individuals have a right to ‘block’ or suppress processing of personal data. When processing is restricted, organisations are permitted to store the personal data, but not further process it.
The right to data portability allows you to obtain and reuse your personal data for your own purposes across different services.
Individuals have the right to object to:
Automated individual decision making and profiling is a decision made by automated means without any human involvement.
Gloucestershire Constabulary have a statutory duty to uphold the law, prevent crime, bring offenders to justice and protect the public. To do this it is necessary for us to process your personal information under the lawful basis of ‘public interest’ and ‘official authority’. This means we process your personal information for carrying out tasks that are laid down in law and collectively described as the administration of justice.
The Administration of Justice, includes the prevention and detection of crime; apprehension and prosecution of offenders; protecting life and property; preserving order; maintenance of law and order; assisting the public in accordance with force policies and procedures; national security; defending civil proceedings and any duty or responsibility of the police arising from common or statute law, including related research and statistical activities.
In order to carry out the purposes described above, Gloucestershire Constabulary may obtain, use and disclose personal information relating to a wide variety of individuals including but not limited to:
In order to carry out our statutory responsibility we will process varying types of personal data, this includes;
Your name and address; Employment details; Financial details; Racial or ethnic origin; Political opinions; Religious or other beliefs of a similar nature; Physical or mental health condition; Sexual life; Offences and alleged offences; Criminal proceedings, Outcomes and sentences; Cautions; Physical identifiers including DNA, fingerprints, and other genetic samples; Photograph, Sound and visual images; Criminal Intelligence; Information relating to safety; Incidents, and Accident details
We will use only the minimum amount of personal information necessary to fulfil a particular purpose or purposes. Personal information can be information that is held on a computer, in a paper record such as a file or images, but it can also include other types of electronically held information such as CCTV images.
The data we process for law enforcement purposes come from a wide variety of sources, including;
Other law enforcement agencies; HM Revenue and Customs; International law enforcement agencies and bodies; Licensing authorities; Legal representatives; Prosecuting authorities; Solicitors; Courts; Prisons and Young Offender Institutions; Security companies; Partner agencies involved in crime and disorder strategies; Private sector organisations working with the police in anti-crime strategies; Voluntary sector organisations; Approved organisations and people working with the police; Independent Office for Police Conduct; Her Majesty’s Inspectorate of Constabulary; Governmental agencies and departments; Emergency services such as the Fire Brigade, National Health Service or Ambulance; Persons arrested; Victims; Witnesses; Relatives, guardians or other persons associated with the individual; Gloucestershire Constabulary CCTV systems; Body worn video and from correspondence sent to us.
There may be times where we obtain personal information from sources such as other police services and our own police systems such as our local information system.
We handle personal information according to the requirements of Part 3 of the Act. Your personal information held on our systems and in our files is secure and is accessed on a “need to know” basis by our staff, police officers, or data processors working on our behalf.
We will ensure that your personal information is handled lawfully and fairly with appropriate justification. We will only use your information for lawful purposes and in connection with our requirement to uphold the law, prevent crime, bring offenders to justice, and protect the public.
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, and adequacy and will not be excessive. We will attempt to keep it as up to date as possible and will protect your data from unauthorised access or loss.
We will regularly review your data to ensure it is still required and we have a lawful purpose to continue to retain it. If there is no lawful purpose then your data will be securely destroyed.
Download Appropriate policy document - sensitive processing for law enforcement purposes
To enable Gloucestershire Constabulary to meet their statutory duty we may be required to share your data with other organisations that process data for a similar reason, in the UK and/or overseas, or in order to keep people safe.
These organisations include:
Disclosures of personal information is considered on a case-by-case basis, using only the personal information appropriate to a specific purpose and circumstances, and with necessary controls in place.
Some of the bodies or individuals to which we may disclose personal information are situated outside of the European Union - some of which do not have laws that protect data protection rights as extensively as in the United Kingdom. If we do transfer personal data to such territories, we undertake to ensure that there are appropriate safeguards in place to certify that it is adequately protected as required by the legislation.
Gloucestershire Constabulary will also disclose personal information to other bodies or individuals when required to do so, or under an act of legislation, a rule of law, and by court order. This may include:
Gloucestershire Constabulary takes the security of all personal information under our control very seriously. We will comply with the relevant parts of the legislation relating to security, and seek to comply with the College of Policing Information Assurance authorised practice, and relevant parts of the ISO27001 Information Security Standard.
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 police officers and 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.
Gloucestershire Constabulary keeps your personal information as long as is necessary for the particular purpose or purposes for which it is held. Personal information which is placed on the Police National Computer is retained, reviewed and deleted in accordance with the Retention Guidelines for Nominal Records on the Police National Computer.
Other records that contain your personal information and which was processed for law enforcement purposes are retained in accordance with the College of Policing guidance on the Management of Police Information, MoPI, and Gloucestershire Constabulary‘s Record Retention and Disposal Schedule.
Your information rights in relation to your personal data processed for law enforcement purposes are:
You have the right to request the deletion or removal of your personal data and/or the right to ‘block’ or restrict the processing of your personal data where there is no compelling reason for its continued processing.
Should you wish to learn more about how to obtain information from us or how to make an Information Access Request please follow the link below:
Make an Information Access Request
Apply for national police record deletion
For information on applying for Gloucestershire Constabulary record deletion or to exercise your right to rectification of information that is inaccurate or incomplete, please email Records.Management@gloucestershire.pnn.police.uk
For information on making any other type of information rights request, please email Data.ProtectionOffice@gloucestershire.pnn.police.uk
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:
Information Commissioners OfficeWycliffe HouseWater LaneWilmslowSK9 5AF
Phone: 0303 123 1113 (Monday to Friday, 9am to 5pm)Email: firstname.lastname@example.org
We may monitor or record and retain telephone calls, texts, emails and other electronic communications to and from the Constabulary in order to deter, prevent and detect inappropriate or criminal activity, to ensure security and to assist the purposes described in this Privacy Notice. We do not place a pre-recorded ‘fair processing notice’ on telephone lines that may receive emergency calls (including misdirected ones) because of the associated risk of harm that may be caused through the delay in response to the call.
We keep our privacy notice under regular review. This privacy notice was last updated on the 15 February 2021.
If we plan to use your personal information for a new purpose we will update our privacy notice and communicate the changes before we start any new processing.
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