What personal information do we hold?
The information, which we collect, varies depending on the consultation or survey.
However, in all cases, we limit information to what we need to understand the subject or for monitoring purposes.
We publish a summary of responses when the consultation ends. This summary does not contain personal data.
How do we collect personal information?
We use web-based surveys to carry out most of our public consultations. We can supply paper-based versions on request.
If you complete a paper-based survey, staff from the Office of the Police and Crime Commissioner (OPCC) will upload responses in electronic format for analysis.
Focus groups may carry out consultations over the telephone or face-to-face. When this takes place, we will tell you what information we plan to collect and how it will be used.
Why do we use your personal data?
The PCC is a link between the public and policing services, which are delivered on its behalf.
The public elects the PCC to hold the Chief Constable and force to account. As a result, this makes the force more accountable to communities.
Therefore, one of the PCC’s key roles is to represent and engage with local communities. PCCs need to know the public’s priorities for policing so the force can deliver the right services. Legally, the PCC has a duty to consult local communities.
Obtaining local people’s views on policing
The Police Act 1996 sets out a statutory duty to ‘consult with those in that policing area, about the policing of that area.’
The Policing and Crime Act 2009 and Community Engagement and Membership Regulations 2010 adds the duty to ‘have regard to the views of people in the authority’s area about policing in that area.’
The Police and Crime Plan
The PCC produces a Police and Crime Plan. It shows the PCC’s priorities for policing and how they will be achieved.
The plan shows the PCC’s objectives for the following:
- Policing and reducing crime;
- Allocating resources;
- Agreements for funding;
- Reporting on performance .
According to the Police Reform and Social Responsibility Act, the PCC must get the views of local people before drawing up the plan.
According to the Police Reform and Social Responsibility Act, the PCC must obtain the views of local people and their representatives on proposed spending each year.
Obtaining the views of victims
The Police Reform and Social Responsibility Act says the PCC must obtain the views of victims. Their views should include feedback on policing and the Police and Crime Plan.
Equality and Diversity
As a public sector body, the PCC has to meet the requirements of the Equality Act 2010. The Act refers to nine protected characteristics. They are age, disability, gender re-assignment, marriage and civil partnership, pregnancy and maternity, race, religion and belief, sex and sexual orientation.
There are no explicit legal requirements to engage with people with protected characteristics but the Act requires public authorities to have due regard to stop behaviour prohibited by the Act. Prohibited behaviour includes discrimination, harassment and victimisation. The Act also requires PCCs to carry out Equality Impact Assessments. Assessments consider the likely impact of any work on different community groups.
As a public sector body, the PCC must meet the requirements of the Human Rights Act. Requirements include the following:
- Article 8, the respect for a private and family life
- Article 9, freedom of thought, belief and religion.
The OPCC collects information to understand how effective consultations are in reaching the widest group of people.
As a result, responses are sometimes broken down by geographic location, ethnic group, age and gender.
Respondents do not have to give this information and it is not essential to do so in order to complete a consultation.
What is the legal basis to use your personal information?
We rely on article 6(1)(e) of the GDPR to process your data. It allows us to process personal data when necessary to carry out public duties.
How do we handle your personal information?
We handle 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 to information considered to be ‘general data’.
Our computer systems and physical files store personal data securely. Staff, partners, contractors and volunteers only access information when legally required to do so.
The OPCC commits to making sure personal and sensitive information is accurate, up to date and used only for the purposes intended. Therefore, we protect your data from inappropriate access.
We regularly review personal information and assess whether it is lawful for us to keep it. We destroy information safely when it is no longer needed for a purpose listed in this notice or there is no longer a lawful purpose for processing it,
The OPCC commits to ensuring that you can find out about your personal information, have access to it and challenge its accuracy.
Who do we share your personal information with?
Sometimes, we contract with third parties to consult on our behalf or we consult jointly with partners. We make it clear from the start when this takes place. We will tell you, who the third party is, and inform you of any related privacy notices and any terms or conditions ,which apply.
The OPCC has contracts with Smart Survey and other companies to carry out surveys on our behalf. This protects your data in accordance with the law when we share it with them.
How do we secure your personal information?
The OPCC takes the security of your personal information very seriously.
We use a variety of security measures. these include encryption and access controls. This helps to protect the security, integrity and availability of information. We work hard to maintain physical, electronic and procedural safeguards in line with the Act.
The OPPC restricts access to areas, where personal information is stored. Only staff holding the appropriate identification can access them.
How long do we keep personal information?
We keep your personal information until responses are analysed. After that, data is deleted.
The OPCC may publish summaries of responses. Summaries may be available indefinitely or as per statutory requirements. They do not contain personal information.
Records with personal information are managed in accordance with the OPCC’s Retention Schedule.