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To understand how your data is collected and handled, read our privacy notice.
Our Privacy Notice tells you how Surrey Police holds, retains, processes, discloses and shares the information we obtain about you. It also explains the rights you have regarding your personal information.
The use and disclosure of your personal information is governed in the United Kingdom by Data Protection Act 2018 (DPA 2018) and the General Data Protection Regulations (GDPR). Both the DPA 2018 and the GDPR require organisations to process data in a fair, lawful and transparent manner. It mandates that certain information must be communicated to data subjects to ensure that they are as well informed as possible about how their data will be processed.
The Chief Constable, Gavin Stephens, is defined as the ‘Data Controller;’ and has a legal responsibility to ensure the force handles all personal information in compliance with the DPA and GDPR.
Surrey Police takes that responsibility very seriously and takes great care to ensure your personal data is processed appropriately to maintain your trust and confidence in the police
This privacy notice explains:
We will treat information you provide to us in using this website in confidence and we will not disclose it to third parties unless we are required to do so by law, or as explained in this privacy notice.
Personal data is any information we handle that relates to an identified or identifiable natural person. An 'identifiable natural person' is anyone who can be identified, directly or indirectly from information, including by reference to a name, identification number, location data, online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Our Information Management Team manages our data protection compliance. Our Data Protection Officer is Kelly Thornton.
We take our data protection responsibilities seriously. We take great care to ensure we process your personal data properly to maintain your trust and confidence. You can contact our Information Management Team or our Data Protection Officer if you have any questions or concerns about how we process your personal data.
Data Protection OfficerSurrey PolicePO Box 101SurreyGuildfordGU1 9PE
Email: [email protected]
Email: [email protected]
We have a legal duty to uphold the law, prevent crime, bring offenders to justice, and protect the public. To do this we process your personal information for carrying out a range of activities commonly known as the ‘policing purpose’. These include:
We also process personal data for purposes in support of the policing purpose. These include: recruitment; administration of current and former employees, contractors, and volunteers; property and asset management; financial management; media relations management, complaints handling; research, including surveys; and provision of educational programmes and support.
Surrey Police Victim Support Services - These communications will be received within 24 hours to 4 weeks after the incident or report. You shall only receive one series of questions within a 6 month period via text messages. Crimes cannot be reported via this service and if an incident needs reporting please use 999, 101 or online reporting.
See the Covid-19 privacy notice for more information about how we may seek to collect and hold additional information about you in relation to the challenges we are all facing during the Coronavirus pandemic.
We process information relating to a range of individuals, including:
The type of personal information we hold will vary depending upon the reason you have had contact with us but it may include: the categories below and could include Special Category data and Criminal Offence data.
We may process personal data relating to or consisting of the following categories:
The types of personal data we process will vary depending on the purpose. We aim to process the minimum amount of personal data necessary for the relevant purpose. Your Personal information may be held on a computer system, in a paper record such as in a physical file or a photograph but it can also include other types of electronically held information. You should not assume that we hold personal data in all of the categories identified for every person whose personal data we process.
We collect personal data from a variety of sources, including:
Where we process personal data for the policing purpose our legal basis for processing is that it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us. Our functions and the official authority vested in us are set out, in the main, in the Police and Criminal Evidence Act 1984, the Police Act 1996, and the Police Reform Act 2002.
Where we process personal data relating to criminal convictions and offences, that processing is necessary for reasons of substantial public interest and involves the exercise of a function conferred on us by an enactment or rule of law. We have an appropriate policy document (as required under the Act) for that processing.
We will ensure that your personal information is handled fairly and lawfully with appropriate justification. We only use your information for lawful purposes.
Where we process personal data for purposes other than the policing purpose our legal basis for processing will vary depending on the circumstances. Ordinarily, the relevant legal basis is that the processing is:
and on occasion
We take the security of all personal data under our control seriously. We comply with our legal obligations regarding security, relevant parts of the ISO27001 Information Security Standard, and where appropriate the College of Policing Authorised Professional Practice guidance on Information Assurance.
We ensure that appropriate policy, training, technical and procedural measures are in place, including audit and inspection, to protect our manual and electronic information systems from data loss and misuse. We only permit access when there is a legitimate reason and under strict guidelines on what use may be made of any personal data contained within them. We continuously manage and enhance our compliance with relevant standards and guidance to achieve adequate and up-to-date personal data security.
We carry out regular audits and inspections, to protect our manual and electronic information systems from data loss and misuse, and only permit access to them when there is a legitimate reason to do so. Our standard operating procedures and policies contain strict guidelines as to what use may be made of any personal information contained within them. These procedures are reviewed regularly to ensure our security of information is kept up-to-date.
We may disclose personal data to a wide variety of recipients in any part of the world (including outside of the United Kingdom and the European Economic Area), including to those from whom we originally obtain personal data. Recipients may include:
We decide on disclosure case-by-case, disclosing only the personal information that is necessary and proportionate to a specific purpose and with appropriate controls and safeguards in place. In relation to references added to social media enquiries, the Police are aware that this will be visible to other members of the public using that social media site. Any enquiries to the Police in relation to reference numbers is subject to stringent additional Data Protection screening to validate the identity of the caller.
Because of the way the website is set up, all completed online forms are automatically sent securely to the central police IT team responsible for delivery of the National Police Chiefs' Council Digital Policing Portfolio, as well as us.
Where you have provided your personal data to us for the purposes of the police constable recruitment process, your data, including biographical monitoring information, will be shared with the College of Policing.
It will be stored on their secure network or within their Assessment Information Management System (AIMS). From this information, your name, email address and candidate reference number will be uploaded to the new online assessment platform for constable recruitment and shared with the third party provider hosting the system in order to progress your application virtually.
If we make disclosures outside of the United Kingdom and the European Economic Area to locations which do not have as extensive data protection laws we ensure that there are appropriate safeguards in place to certify that the personal data disclosed is adequately protected.
We keep your personal data for as long as necessary for the particular purpose or purposes for which we hold it.
Police forces have a duty to obtain and use a wide variety of information (including personal information), in order to discharge their responsibilities effectively. They need the support and cooperation of the public in doing so.
If we place any of your personal data on the Police National Computer it will be retained, reviewed and deleted in accordance with agreed national retention periods, which are subject to periodic change.
We will retain records containing personal data relating to criminal investigations, intelligence, public protection, and custody in accordance with the College of Policing guidance on the Management of Police Information.
Read our retention policy
Under the Act you have a number of rights that you can exercise in relation to personal data we process about you. You do not have to pay to exercise your rights (other than a reasonable fee if a request for access is clearly unfounded or excessive but we agree to fulfil it anyway).
We sometimes need to request specific information from you to help us confirm your identity and ensure your authority to exercise the rights.
Right of Access: You can request access to the personal data we hold about you free of charge. Normally we will provide it within one month of receipt of your request unless an exemption applies. You can request access to the personal data we hold about you using the contact details in this privacy notice.
Right to be Informed: You are entitled to be told how we obtain your personal information and how we use, retain, and store it, and who we share it with. This privacy notice gives you that information, as well as telling you what your rights are under the relevant laws.
Right to Rectification: If we hold personal data about you that is inaccurate or incomplete you have the right to ask us to correct it. You can ask us to correct your personal data using the contact details in this privacy notice. We will reply to you within one month unless the request is complex.
Right to Request Erasure: Under certain circumstances you have the right to ask us to delete your personal data to prevent its continued processing where there is no justification for us to retain it. The circumstances most likely to apply are:
The right of erasure does not apply if we are processing your personal data:
Right to Restrict Processing: Under certain circumstances you have the right to ask us to restrict the processing of your personal data. This may be in cases where:
You can ask us to restrict processing of your personal data using the contact details in this privacy notice.
Right to Data Portability: You have the right to obtain and reuse your personal information for your own purposes, transferring it from one environment to another. This right only applies to personal data provided by an individual, where the processing is based on their consent or for the performance of a contract and when that processing is carried out by automated means. If you wish to discuss this right, you can do so using the contact details in this privacy notice.
Right to Object: You have the right to object to:
Any objection must be on grounds relating to your particular situation. If you want to exercise your right to object you can do so using the contact details in this privacy notice.
Rights related to automated decision making and profiling: You have the right not to be subject to a decision when it is based on solely automated processing (including profiling) and which produces a legal effect or similar significant effect on you. This right does not apply if the decision is authorised by law, is necessary for entering into or performance of a contract, or is based on your consent. We are unlikely to carry out automated decision making because our processes involve some type of human interaction and decision-making. Profiling is any form of automated processing of personal data intended to evaluate certain personal aspects about you to predict things about you such as your behaviour, interests, movements or performance at work. We do not currently carry out automated profiling. If you have any questions about automated decision-making or automated profiling you can raise them using the contact details in this privacy notice.
We gather information about site usage to help the development and improvement of services to the public, and to protect the integrity of our systems from malicious users. We also gather information through the various functions available on the site that allow you to provide us with information (such as online forms and the live-chat function) for the purposes described later in this privacy notice. At the moment this information consists of:
A 'cookie' is a piece of information stored on your computer which allows web servers to collect information from your visit to this website. It saves a small amount of data to your computer, which the website then uses on repeat visits.
We use the following cookies on the website for the reasons explained below.
Google Analytics sets the following cookies:
If you don't want to send information to Google Analytics, you can use Google's opt-out browser add-on or you can configure your browser to enable you to choose which cookies you allow to be created.
We use session cookies to enable us to identify requests from the same browser during a limited time window, and provide a way to remember page changes, or item or data selection, for the duration of that session.Session cookies are essential for the website to operate and are set upon your arrival to the site. These cookies are deleted when you close your browser.
The Information Commissioner's Office (ICO) regulates the processing of personal data. You can complain to the ICO if you are unhappy with how we have processed your personal data.
The Information Commissioner’s OfficeWycliffe HouseWater LaneWilmslowCheshireSK9 5AF
Helpline number: 0303 123 1113
Information Commissioner's Office website
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