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 about people, who work or volunteer with you.
Typically we collect data about:
- Identity: name, gender, age, marital status, nationality;
- Contacts: address, email, telephone number;
- Finance: bank account details.
How we do collect your personal information?
We collect data when you send us documents via email or post.
Why do we use your personal data?
We use personal information to evaluate and award PCC grants and/or commissioned services. The OPCC keeps records of this information and for monitoring purposes. We publish details of funding on our website.
What is the legal basis for our use of your personal information?
The OPCC is a public authority so it has certain powers and responsibilities. Therefore, we process personal data when carrying out our official authority and/or in performing duties in the public interest.
Details about our public duty can be found in the Police Reform & Social Responsibility Act 2011 (Section 9.) The Act also allows us to award crime and disorder reduction grants.
We process data needed for the performance of a contract or to enter into a contract in the case of 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. The act applies the EU’s General Data Protection Regulation (GDPR) standards for processing data considered to be ‘general data’.
Your personal data is held securely on our computer systems or in our physical files. Only our staff, partners, contractors and volunteers can access your data when required to do so for a lawful purpose.
The OPCC commits to ensuring that people’s personal and sensitive information is accurate, up to date and used only for the purpose intended. We also commit to securely protecting it from inappropriate access.
The OPCC regularly reviews your personal information and assess whether it is lawful for us to continue to keep it. We will destroy your information safely when it is no longer required for any purpose listed in this notice or we no longer have a lawful purpose for processing it.
The OPCC has a commitment to ensuring that you:
- Are able to find out about your personal information
- Can be get access to it
- Have the right to challenge its accuracy.
Who do we share your personal information with?
We do not share your information with any third party. If successful, your organisation’s details will be published on a decision record form on our website.
How do we keep your personal information safe?
The OPCC takes the security of personal information very seriously.
We use a variety of security measures, including encryption and access controls. This helps to protect security, integrity and availability of the data. We work hard to maintain physical, electronic and procedural safeguards to protect information in line with the Act.
We restrict areas, where we store personal information, to our and partner agency staff. These areas are only accessible by staff with the appropriate identification.
How long do you keep my personal information?
The OPCC keeps your personal information for as long as necessary to carry out the purpose, for which we hold it.
We manage records with personal information in accordance with the OPCC’s Retention Schedule.