What personal information do we hold?
We get enquiries from the media about news and current affairs as well as the Commissioner’s work. Queries may also be about local, regional and national policing, criminal justice and community safety.
In addition, the Office of the Police and Crime Commissioner (OPCC) publicises the Commissioner’s work by sending press releases to the media and contributing to publications.
To respond to media enquiries, we need enough information to reply. We may need:
- Identity data: name, details of your organisation;
- Contact details: email, telephone number;
How we do collect your personal information?
We collect data when the media contact the OPCC. Usually, they contact us by telephone or email.
The OPCC only collects the information needed to respond to a query or to add personnel to the mailing list.
Why do we use your personal data?
We need to record which media representatives we have spoken to, what information they ask for and what information we provide. Unfortunately, we may not be able to answer queries immediately. As a result, we may need details of how to contact you later.
The OPCC uses your personal information to respond to you and we will record any correspondence.
At your request, we will use your information to send you press releases.
What is the legal basis for our use of your personal information?
We process your personal data as part of a public task, under article 6(1)(e) of the GDPR.
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 the processing of data considered to be ‘general data’.
The OPCC keeps personal data securely on computers or in physical files. Only our staff, partners, contractors and volunteers access information when required tor a lawful purpose.
We commit to ensuring personal and sensitive information is accurate, up to date and used only for the purpose intended. We protect it from inappropriate access.
The OPCC regularly reviews your 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 will safely destroy it.
We commit 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?
To help us prepare a response to your enquiry, we may have to liaise with the police or other partner organisations. This is in order to establish the facts or information. 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 variety of measures to help protect the security, integrity and availability of your information. These measures include encryption and access controls. As a result, they help us to protect the security, integrity and availability of your information. We work hard to maintain physical, electronic and procedural safeguards to protect your data in line with the Act.
The OPCC stores information in areas restricted to our own and partner agency staff. These areas are only accessible to people holding the appropriate identification.
How long will you keep my personal information?
The OPCC keeps your information for as long as necessary for the purposes for which it is held. We manage your records in line with the OPCC’s Retention Schedule.
However, you can ask us to stop sending you press releases at any time. In response, we will update our records immediately to reflect your wishes.