What personal information do we hold?
Photographs/and or video recordings of you (referred to as ‘images’) are personal data if you can be identified from them.
When we take images, we will ask you to complete a form. This form will show us your consent to use the images for marketing and publicity purposes, or on occasions, for another reason.
If you give your consent, we will keep your images, along with the information provided in the consent form. The information collected on the form may include:
- Identity data: name, age;
- Contact details data: email address, telephone number.
We will seek parental consent for images of children under the age of 16.
How we do collect your personal information?
We may collect your information in images taken at events you attend and through the consent form that we will ask you to complete.
For what purposes do we use your personal data?
Your name and age will be collected via a consent form. This is to formally record your consent and to confirm that you are over 16 years-old. We may collect your email address or telephone number. That’s so we can ask for further consent if we wish to use any images for a purpose other than the one in the consent form.
We will only use your images for the specific purposes detailed in the consent form. Should we wish at a future date to use the images in a different way to those you have consented to, we will contact you using the details you have provided to seek your permission.
We will not use your images in a different way if we do not hold contact details for you to enable us to obtain consent.
What is the legal basis for our use of your personal information?
The legal basis that we rely on to process your personal data is consent.
You have the right to withdraw your consent for processing at any time. To withdraw your consent, please contact us at email@example.com. When we have received notification that you have withdrawn your consent, we will delete your images and not include them in future publications or materials.
We may be unable to remove your images from publications already in circulation but we will notify you if this is the case.
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 uses the EU’s General Data Protection Regulation (GDPR) standards to process of data considered to be ‘general data’.
We store your personal data securely on our computer systems or in our physical files. Only staff, partners, contractors and volunteers can access your data – and only when required to do so for a lawful purpose.
The Office of the Police and Crime Commissioner (OPCC) is commits to making sure personal and sensitive information is accurate, up to date, used only for the purpose intended. The OPCC securely protects data from inappropriate access.
We will regularly review your personal information and assess whether it is lawful for us to continue to keep it. We will safely destroy your information when we no longer need it for the purpose listed in this notice or there is no longer a lawful purpose for processing it.
The OPCC commits to making sure 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?
The OPCC will not share your images with third parties, save for those covered by the consent form. However, Third parties may receive and/or access your images by viewing the publication they were used in.
How do we keep your personal information safe?
The Office of the Police and Crime Commissioner takes the security of your personal information very seriously.
We use a variety of security measures. These include 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. They are only accessible by those holding appropriate identification.
How long will you keep my personal information?
We generally keep your images for no longer than four years from the date of the photograph or recording.
However, if your image has been used in a publication or is published online, it may remain in circulation or accessible online indefinitely.