What personal information do we hold?
If you – or your organisation – apply for a grant or enter into a contract with the Office of the Police and Crime Commissioner (OPCC,) we may collect personal data.
We collect information about the people who work or volunteer with you. Typically we collect:
- Identity data: name, gender, age, marital status, nationality;
- Contact details: address, email, telephone number;
- Financial details: bank account details.
How we do collect your personal information?
We collect information when you supply documents by email or post.
Why do we use your personal data?
The OPCC uses personal information to evaluate and award PCC grants and commissioned services.
We keep a record of information for monitoring purposes. We publish details of awards on our website.
What is the legal basis for our use of your personal information?
The OPCC is a public authority and, as such, has certain powers and responsibilities. As a result, we process your personal data when exercising our official authority and/or carrying out activities in the public interest.
The Police Reform & Social Responsibility Act 2011 (Section 9) details our public duty. It also gives us the power to award crime and disorder reduction grants.
We process personal data as part of our work to contract services or take steps towards entering into contracts and commissioning services.
How do we handle your personal information?
We handle your personal information according to Part 2 of the UK Data Protection Act 2018. This Act applies the EU’s General Data Protection Regulation (GDPR) standards for processing data considered to be ‘general data’.
The OPCC stores data securely on computers or in physical files. Only our staff, partners, contractors and volunteers can access data when required to do so for a lawful purpose.
We commit to ensuring people’s personal and sensitive information is accurate, up to date and used only for the purposes intended. As a result, we protect data from inappropriate access.
The OPCC regularly reviews personal information. Staff assess whether it is lawful for us to continue to keep it. When we no longer require data for any purpose listed in this notice or there is no longer a lawful purpose for processing it, we destroy it safely.
We are committed to making sure you can find out about your personal information, gain access to it and have the right to challenge its accuracy.
Who do we share your personal information with?
We will not share your information with any third party. However, if your organisation is given an award or contract, we will publish details in a decision record form on our website.
How do we keep personal information safe?
The OPCC takes the security of personal information very seriously.
We use a number of security measures, including encryption and access controls. These measures protect the security, integrity and availability of information. We work hard to maintain physical, electronic and procedural safeguards to protect information in line with the Act.
Accordingly, the OPCC restricts access to areas, where personal information is stored. Access is restricted to our own and partner agency staff. Areas are only accessible to staff with the appropriate identification.
How long will you keep my personal information?
The OPCC keeps personal information for as long as is necessary to carry out the purposes for which it is held.
Records with personal information are managed in accordance with the OPCC’s Retention Schedule.