What personal information do we hold?
We get enquiries from the media about the items in the news as well as the work of the Commissioner.
In addition, we receive queries about local, regional and national policing, criminal justice and community safety.
We also publicise the Commissioner’s work by issuing press releases and other publications.
To respond to media enquiries, we need enough information to reply effectively. We may ask for the following:
- Identity data: Name, the organisation they represent;
- Contact details data: Email address, telephone number.
How we do collect your personal information?
We collect data when a member of the media contacts us. Usually contact is by telephone or email.
The OPCC will only ask for the information needed to provide a response to an enquiry or to add media representatives to our distribution list for press releases.
For what purposes do we use your personal data?
The OPCC needs to record which media representatives staff have spoken to, what information was asked for and what information, if any, was provided.
We may not be able to answer queries immediately. We may need details so we can contact members of the media at a later stage with a response.
The OPCC only uses personal information to respond to you. We will record our correspondence.
At your request, we will also use your personal information to send press releases to you.
What is the legal basis for our use of your personal information?
We rely on article 6(1)(e) of the GDPR to process your personal data as part of a public task.
How do we handle your personal information?
We handle personal information according to Part 2 of the UK Data Protection Act 2018. This applies the EU’s General Data Protection Regulation (GDPR) standards for processing of data considered to be ‘general data’.
The OPCC holds personal data securely on its computer systems or in physical files. Our staff, partners, contractors and volunteers access information when they need to do so for a lawful purpose.
We are committed to ensuring that personal and sensitive information is accurate, up to date, used only for the purpose intended and securely protected from inappropriate access.
The OPCC regularly reviews personal information and assesses whether it is lawful for us to keep it.
When your information is no longer required for any purpose listed in this notice or there is no longer a lawful purpose for processing it, we destroy it.
We are committed to ensuring that you can find out about your personal information, can access it and also have the right to challenge its accuracy.
Who do we share your personal information with?
To help us to provide you with a response, we may need to liaise with the police or other partner organisations.
This is in order to establish the facts or information around the query. We will tell you if this is the case.
How do we keep your personal information safe?
The OPCC takes the security of your personal information very seriously.
We use a range of security measures, including encryption and access controls. They help us to protect the security, integrity and availability of your information.
The OPCC works hard to maintain physical, electronic and procedural safeguards to protect information in line with the Act.
We store personal information in areas, which are restricted to our own and partner agency staff. Only staff holding the appropriate identification have access.
How long will you keep my personal information?
The OPCC keeps information for as long as we need it for the purposes, for which it is held. We manage records in line with the OPCC’s Retention Schedule.
However, you can ask us to stop sending you press releases. We will update our records immediately to reflect your wishes.