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Everyone, within reason, has a right to know what personal information is kept about them.

The Data Protection Act 2018 states that you (data subject) are entitled to be told whether or not personal data is held or processed about you and have a right to access this information.

These are known as subject access rights and they don't just apply to the police.

If making a subject access request, you should be aware that:

  • you can only find out details held by the police about yourself  
  • if you are seeking information held by other constabularies or organisations, you need to apply to them separately

Please note that Gloucestershire Constabulary does not issue documents variously described as 'certificates of good conduct' or 'police clearance certificates'.

For information on the Disclosure and Barring Service (DBS), visa applications and collision forms, please see 'Other disclosure requestions' in related information on the right.

How do I apply for information held on the Police National Computer (PNC) about myself?

If you would like to know what information, if any, is held on the Police National Computer (PNC) about you, (i.e. a copy of your prosecution/conviction history) you should apply to the Association of Chief Police Officers Criminal Records Office (ACRO) which carries out these checks on our behalf. Details on what will be included on the disclosure can be found here.

Applicants can apply online or by post directly to ACRO via:

  • ACRO website
  • +44 (0)2380 479 920 (during their office opening hours 8:30-23:00 Monday to Friday)
    Email: customer.services@acro.pnn.police.uk
    Address: 
    ACRO (SAO)
    PO Box 623
    Fareham
    Hampshire PO14 9HR

 

How do I apply for information held by Gloucestershire Constabulary about myself (e.g crime reports, incidents logs)?

Should you wish to know what information (if any) Gloucestershire Constabulary holds about you, such as incidents, crimes, or video footage (CCTV or Body Worn video), please complete the form and send it to our disclosure team at the address below. Please note that the Constabulary keeps data in line with a retention schedule, therefore with reference specifically to video footage, unless it is required for evidential purposes it is deleted after 31 days.

Application forms can be downloaded from the link provided below:

or they can be requested from:

01452 754304 
Email:
  DPO@gloucestershire.police.uk
Address:
Information Disclosure, 
Gloucestershire Constabulary,
No 1 Waterwells, 
Waterwells Drive, 
Quedgeley, 
Glos 
GL2 2AN

Guidance on how to complete the form is provided on the form.

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. This will be returned 1 calendar month after receipt of a fully completed form and proof of identity.

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. In addition to their consent, they will also need to provide two proofs of identity.

The legislation allows us to extend the period of compliance by a further two months where requests are complex or numerous. If this is the case, we will inform you within one month of receipt of your request and explain why the extension is necessary

Chief Constable’s rights
The provisions of the Data Protection Act mean that in certain circumstances some personal data will not be provided. For example you will not be provided with personal data if releasing it to you would be likely to prejudice a criminal investigation, and we may not provide you with information that identifies other individuals. The information you provide on this form will be used for processing your request and for any other policing purpose.

How will the information I supply on the forms be used?

The information you provide is requested so that Gloucestershire Constabulary may process your subject access application under the Data Protection Act 2018. If you have a local police record, the information you give in this form may be added to that record.

To allow your application to be processed, your personal information may be provided to employees of Gloucestershire Constabulary.

For the purposes of the Data Protection Act 2018;

The Chief Constable Mr Rod Hansen is the Data Controller for Gloucestershire Constabulary and Kate Britton is the Data Protection Officer, who may be contacted for more information.

Police checks and police certificates

Some organisations often request evidence of your caution/conviction history (including the lack of it), describing these requests as 'police checks', 'police references', 'police certificates', 'clearance certificates', vetting checks' or 'certificates of good conduct/character'. Foreign embassies, for example, require such evidence from people applying to migrate to their country.

The Data Protection Act 2018 protects such sensitive information and subject to certain exemptions, prevents the police giving information it holds about you to these people, organisations or agencies. However, you can get it yourself using subject access and then pass it on to them if you wish.

Please be aware that where you want to use your subject access rights to get information to give to other agencies, in spite of their terminology, this does not actually constitute a 'check by the police' for those agencies. Our obligation is to provide you with the information you are entitled to.

If you want to emigrate to, or obtain a visa for, a number of countries including Australia, Belgium, Canada, Cayman Islands, New Zealand, South Africa or the United States of America. These are provided by ACRO as a Police Certificate application using the following link: https://www.acro.police.uk/police_certificates.aspx
Click here to see the FAQs relating to jobs that require 'police vetting' and the involvement of the Disclosure and Barring Service (DBS), previously known as Criminal Records Bureau (CRB).

Frequently asked questions
Page last updated: 25 May 2018