What personal information do we hold?
If you (or your organisation) apply for a grant or to enter into a contract with the OPCC, we may collect some personal data about the individuals who work or volunteer at the applicable organisation. The information we typically collect is:
- Identity data: name, gender, age, marital status, nationality;
- Contact details data: address, email address, telephone number;
- Financial details: bank account details.
How we do collect your personal information?
We will collect data from you when you supply us with the relevant documentation via email or post.
For what purposes do we use your personal data?
We use your personal information for the purpose of evaluating and awarding PCC grants and/or commissioned services. We will keep a record of this information internally for monitoring purposes and details about the funding award will be published on our website.
What is the legal basis for our use of your personal information?
The OPCC is a public authority and has certain powers and responsibilities. The lawful basis on which we will process your personal data is in the exercise of our official authority and/or in performance of a task in the public interest. Our public duty can be found in the Police Reform & Social Responsibility Act 2011 (Section 9) which allows us to award crime and disorder reduction grants.
In respect of awarding contracts and commissioning services, our legal basis for processing your personal data will be on the basis that it is necessary for the performance of a contract or to take steps to enter into a contract.
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 the processing of data considered to be ‘general data’.
Your personal data is held securely on our computer systems or in our physical files. It is accessed by our staff, partners, contractors and volunteers when required to do so for a lawful purpose.
The OPCC is committed to ensuring that the personal and sensitive information it holds about individuals is accurate, up to date, used only for the purpose intended and securely protected from inappropriate access.
We will regularly review your personal information and assess whether it is lawful for us to continue to retain 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 will securely destroy it.
We have a commitment to ensuring that you can find out about your personal information, be given 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. Please note your organisation’s details will be published in a decision record form on the PCC’s website, if successful.
How do we keep your personal information safe?
The OPCC takes the security of your personal information very seriously.
We use a variety of security measures, including encryption and access controls, to help protect the security, integrity and availability of your information. We work hard to maintain physical, electronic and procedural safeguards to protect your information in line with the Act.
Areas where we store personal information are restricted to our staff and partner agency staff and are only accessible by those holding 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.