• Office of the Police & Crime Commissioner for Cambridge

Records Management, Data Protection and Subject Access

15 March 13

How we use personal information

The Cambridgeshire Police and Crime Commissioner takes Data Protection very seriously and takes great care to ensure that personal information is handled appropriately.

The use and disclosure of personal information is governed in the United Kingdom by the Data Protection Act 1998 (DPA). The Cambridgeshire Police and Crime Commissioner is registered with the Information Commissioner as a ‘data controller’ and is obliged to ensure that the Office of the Police and Crime Commissioner Commissioner handles all personal information in accordance with the act.

The Police and Crime Commissioner and his office receive correspondence and telephone enquiries from the public, partners, businesses, recipients of police services and complainants. The correspondence received or the questions asked cover a range of issues, some of which maybe of a personal and or sensitive nature. This could include names and addresses, lifestyle circumstances, offences or alleged offences, criminal proceedings, physical or mental health conditions, or complaints.

The Commissioner and his office sometimes need to share information received with Cambridgeshire Constabulary to either enable the Commissioner to respond to the enquiry or, where it is a matter for the Constabulary to deal with, for them to respond directly. Although by law the Commissioner cannot get involved in operational policing matters it is important that he understands the concerns raised with him. This helps the Commissioner to improve accountability within policing and ensures that the Constabulary is combating issues that are important to the public, partners, the community and others.

The Policing Protocol Order 2011 allows the Commissioner to access information from the Chief Constable and the Constabulary to enable him to exercise the functions of his office for a policing purpose. The Commissioner and his office also comply with the Data Protection Act.

Cambridgeshire Police and Crime Commissioner’s registration number is Z3663659 and can be viewed on the Information Commissioner’s website.

Subject Access

Subject Access is the most commonly exercised right used by individuals to obtain a copy, subject to exemption, of their personal information that is processed by the Commissioner.

Section 7 of the Data Protection Act 1998 states that a data subject (the person about whom the personal data refers) is entitled, upon written request, to be informed whether or not personal data is held or processed about them.

Should you wish to know what information, if any, the Cambridgeshire Police and Crime Commissioner holds about you, please contact the Commissioner’s Information Access Officer by calling 0300 333 3456, by email cambs-pcc@cambs.pnn.police.uk or by post;

Office of the Cambridgeshire Police and Crime Commissioner, South Cambridgeshire Hall, Cambourne Business Park, Cambourne, Cambridge, CB23 6EA.

Should you wish to know what information is held about you on Cambridgeshire Police and Crime Commissioner systems, you will need to complete a Subject Access Form which can be found on the right of this page.  This form should be printed and completed following the instructions which are on the form.

The Data Protection Act 1998 gives you the right to request that inaccurate information is corrected or deleted. You can also request that your information is no longer used or held if you can show that you are being caused significant and unwarranted damage or distress.

Making such a request will not automatically result in the information being changed or removed. If the Commissioner can show that the information is necessary and relevant to its lawful and legitimate functions as a police force the information will be retained.

These are the actions you can take:

  1. Contact the Cambridgeshire Police and Crime Commissioner with your complaint.
  2. Contact the Information Commissioner’s Office. This is the government department responsible for ensuring organisations are using personal information in accordance with the Data Protection Act.
  3. Take advice from a solicitor or the Citizens Advice Bureau.

Records Management, Retention and Disposal

The policy to which the Office of the Cambridgeshire Police and Crime Commissioner adheres regarding records management and the procedures for security, information sharing and the retention and destruction of data is available on the right.

The Office of the Cambridgeshire Police and Crime Commissioner currently adheres to the former Police Authority policy on Information Retention and Disposal. We are currently reviewing this policy to ensure it remains fit for OPCC purpose.

Information Retention and Disposal Policy (PA version) (95 kb) Subject Access Request Form (254 kb)

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