Processing personal data
Northamptonshire Police process personal information for a variety of reasons which are not related to law enforcement.
We only use your personal information where we have an appropriate lawful basis for doing so. For example, we process personal data for the following lawful purposes to;
- assist us in meeting our legal obligations as employers,
- manage contracts with those who supply us with goods and services,
- help us support those who we come into contact with, which can be done by obtaining their consent, or due to our public task, this includes processes to improve the service we provide the public.
If there is a statutory or contractual obligation to provide data for a non-law enforcement purpose, you will be advised at the point of collection. For non-law enforcement processing this will usually only be in relation to recruitment or employment where the information is necessary in order to perform a contract or take steps at the request of the data subject, before entering a contract. If the necessary data is not provided it may affect your application or our ability to enter into a contract with you.
Special protection is given to certain kinds of personal information that is particularly sensitive. This is information about your health status, racial or ethnic origin, political views, religious or similar beliefs, sex life or sexual orientation, genetic or biometric identifiers, trade union membership or criminal convictions or allegations. Processing sensitive data (including ‘special category data’ and ‘criminal offences’ data) may include cases where:
- we have a legal obligation to do so (for example to protect vulnerable people);
- it is necessary for us to do so to protect your vital interests (for example if you have a severe and immediate medical need whilst on our premises);
- it is in the substantial public interest;
- it is necessary for the prevention or detection of crime;
- it is necessary for insurance purposes, or
- for legal proceedings.
View ‘General Processing’ under Part 2 of the Data Protection Act 2018.
Personal information we hold
In order to carry out the purposes described above Northamptonshire Police may obtain, use and disclose personal information relating to a wide variety of individuals including;
- our staff, officers, volunteers, agents
- temporary and casual workers
- litigants and enquirers
- relatives, guardians and associates of the individual concerned
- advisers, consultants and other professional experts
- victims (current, past and potential)
- former and potential members of staff
- pensioners and beneficiaries.
Types of personal information we process
The type of personal information we hold varies depending on the reason a person has had contact with us, but it may include;
- your name and address
- fingerprints, DNA or photograph
- family, lifestyle and social circumstances
- education and training details
- employment details
- financial details
- goods or services provided
- racial or ethnic origin
- political opinions
- religious or other beliefs of a similar nature
- trade union membership
- physical or mental health or condition
- sexual life
- offences and alleged offences
- criminal proceedings, outcomes and sentences
- sound and visual images
- references to manual records or files
- information relating to safety and health
- complaint, incident, civil litigation and accident details.
We will use the minimum amount of personal information necessary to fulfil a particular purpose. Your personal information may be held on a computer system or as a paper record, such as in a physical file or a photograph.
Research Participant Information
In order to provide our services to clients, we may employ the use of client contact lists which would contain personal information such as names, email addresses, phone numbers, and mailing addresses. On studies involving European citizens, client contact lists will only be used in cases where active consent to be contacted for research purposes has been granted by the participant.
All responses to our research are completely confidential. We collect data in our studies for research purposes only, and our use of that information will be limited to that purpose. Research participant answers will not be used by any entity as an aid for sales.
Research participation is voluntary, and sample members always have the opportunity to decline involvement or to "opt out" of the research after agreeing to participate.
In order to provide our services to clients, we may request from research participants their personal information such as names, email address, phone number, or mailing address. In cases of video recorded research, the ability to record facial image could be requested. This collection of personal information from research participants is done solely through the legal basis of consent.
We do not rent, sell or give personal information to any third party for the purpose of directly marketing any products or services. In some cases, we may need to share personal information with third parties that provide research services in support of the research project. Any third party that receives personal information is obligated to follow all of the same privacy protection regulations as followed by Market Strategies.
At their request, we give research participants access to the personal information we have collected about them. We correct any information that is inaccurate or incomplete, change their consent status, or have their personal information deleted.
Where we get personal information from
To carry out the purposes we have described, we may obtain personal information from a wide variety of sources, including;
- HM Revenue and Customs
- legal representatives
- voluntary sector organisations
- Independent Office for Police Conduct
- Her Majesty’s Inspectorate of Constabulary
- Police and Crime Commissioners
- central government, government agencies and departments
- relatives, guardians or other persons associated with an individual
- current, past or prospective employers of the individual
- healthcare, social and welfare advisers or practitioners
- education, training establishments and examining bodies
- business associates and other professional advisors
- employees, officers and agents of Northamptonshire Police
- suppliers/providers of goods or services
- persons making an enquiry or complaint
- financial organisations and advisors
- credit reference agencies
- survey and research organisations
- trade union, staff associations and professional bodies
- local government
- voluntary and charitable organisations
- Ombudsmen and regulatory authorities
- the media
How we handle personal information
We handle personal information according to the requirements of Part 2 of the UK Data Protection Act 2018, which applies the GDPR standards for processing of data considered as general data. Your personal information, held on our systems and in our files, is secure and is accessed by our staff, police officers, contractors and data processors working on our behalf, outsourced providers in accordance with their contract and volunteers when required to do so for a lawful purpose.
We will ensure that your personal information is handled fairly and lawfully. We will strive to ensure that any personal information used by us or on our behalf is compliant in terms of accuracy, relevance, and adequacy, is not excessive and is kept as up to date as possible and is protected appropriately.
We will review to ensure it is still required and is lawful for us to continue to retain it and when no longer required for any purpose detailed in this notice, we will securely destroy it.
Who we share personal information with
To carry out the purposes described Northamptonshire Police may disclose personal information to a wide variety of recipients, including those listed from whom personal data may have been gained. This may also include;
- support services for victims and offenders
- bodies or individuals working on our behalf such as IT contractors or survey organisations
- local government
- central government
- Ombudsmen and regulatory authorities
- the media
- healthcare providers.
Disclosures of personal information outside of an already established contractual or legal obligation will be made on a case-by-case basis, only relevant information specific to the purpose and circumstances, will be disclosed and with necessary controls in place.
Northamptonshire Police will also disclose personal information to other bodies or individuals when required to do so, this could be under an act of legislation, by a rule of law, or by court order. This may include;
- child maintenance service
- children and family courts services
- Home Office
- any other regulatory body who can demonstrate that there is a legitimate purpose for the processing of your personal data.
Northamptonshire Police may also disclose personal information on a discretionary basis for the purpose of, and in connection with, any legal proceedings or for obtaining legal advice.
How long we keep personal information
Northamptonshire Police holds your personal information as long as is necessary for the particular purpose/s for which it is processed.
The minimum standards for retention of personal data held by Northamptonshire Police are in line with the National Police Chief’s Council Retention Schedule.
A key area of change in the Data Protection Act 2018 relates to individuals’ rights.
The law enhances existing rights by clarifying and extending them and introduces additional rights. However, your information rights are dependent on the purposes for which data was collected and processed.