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Accessibility

Publication Scheme

Obtaining information

The Freedom of Information Act provides two main instruments through which the release of information is achieved:

  • creating and maintaining a 'publication scheme'. The purpose of this is to make available a significant proportion of disclosable information routinely available and accessible without waiting for it to be requested. Wherever possible this information will be available on the Commissioner’s website, free of charge
  • providing a general right of access to all types of recorded information held by public authorities. Under the terms of the Act, public authorities are required to respond (subject to a range of exemptions) to any individual or organisation anywhere in the world that makes an individual request for information

Requests for information must be in writing and can be made to:

Office of the Police and Crime Commissioner for Gloucestershire
1 Waterwells Drive
Gloucester
GL2 2AN
E-mail: pcc@gloucestershire.pnn.police.uk

Please include the following details to enable us to process your request as quickly as possible:

  • a name and address – this may be an e-mail address – for the reply
  • a clear description of the information you would like to access

Click here to read about the ICO charter for responsible Freedom of Information requests.

Police and Crime Commissioners

The Police and Crime Commissioner for Gloucestershire is directly elected to hold their Police Force to account for the delivery of an effective and efficient policing service. The Police and Crime Commissioner and their Office is a public authority.

The Freedom of Information Act places a duty on public authorities to adopt, implement, operate and maintain a publication scheme.

We are committed to delivering an open and transparent service whenever possible and it is our intention to publish information in our Publication Scheme that the public have an interest in viewing. However, as we are committed to protecting the communities we serve, preventing and detecting crime, certain information should not be disclosed. Information concerning ongoing investigations, investigative methods, intelligence and the use of related operational techniques must be protected. They are central to the maintenance of a safe and just society.

Consequently we will apply reasonable consideration of the exemptions afforded under the Freedom of Information Act, particularly; Section 30 Investigation and proceedings conducted by public authorities, Section 31 Law enforcement and Section 41 Information provided in confidence.

We are obliged to publish certain classes of information that have been agreed with the Information Commissioner's Office (ICO) and provide a detailed guide as to how the published information may be accessed and whether a fee is charged. In addition, the Elected Local Policing Bodies (Specified Information) Order 2011 sets out statutory requirements for the publication of specific information by the Office of the Police and Crime Commissioner.

The Office of the Police and Crime Commissioner for Gloucestershire will publish all required information on its website.

More information on the 'model publication scheme' can be found here.

Charging for publications

All information available on the website is free of charge: there is no charge made by us although the user will, of course, have to meet any charges made by their Internet service provider and/or telephone service as well as any personal costs for printing, photocopying etc. For those without access to the Internet, we will provide a single printout of an individual publication, as shown on the website, free of charge from the above contact address.

Requests for multiple copies of publications or multiple printouts from our website or for copies of archived material no longer available on the website will attract a charge. The cost will be restricted to 10% of the reasonable marginal costs of complying with the request, together with photocopying costs (currently 10p per sheet) and postage. We will let you know the cost when we receive your request. The charge will be payable in advance. Where the information is available via the website but a value-added service is requested using that information, a charge will be made.

We will supply a single leaflet, booklet or periodical published by the Office of the Police and Crime Commissioner for Gloucestershire without charge.

Complaints about the publication scheme

If you think we have not supplied information in accordance with our publication scheme, then you should write, in the first instance, to:

Office of the Police and Crime Commissioner for Gloucestershire
1 Waterwells Drive
Gloucester
GL2 2AN
Telephone: 01452 754348
E-mail: pcc@gloucestershire.pnn.police.uk

We aim to deal with your complaint as quickly as practicably possible. If you are dissatisfied with the response you can ask for the matter to be internally reviewed.

If, after the internal review, you remain dissatisfied then you can complain to the Information Commissioner's Office (ICO) at:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Review of the publication scheme

We will review and update our publication scheme in line with ICO (Information Commissioner's Office) guidance.

Availability of this scheme in other languages and formats

You can obtain a copy of this scheme in large print and audio on request to the Office of the Police and Crime Commissioner. If you require and request a copy of this document in a language other than English, the Office of the Police and Crime Commissioner will do its utmost to provide you with the translated document in practicable time-scales.

Copyright material of the Office of the Police and Crime Commissioner

Different bodies might own the copyright of some material contained in our publication scheme. Our rights to hold and use such material do not extend to others. You must obtain authorisation from the copyright holder concerned if you wish to copy or reproduce such material.

Material that the Commissioner owns the copyright to can be reproduced free of charge in any format or medium for research, private study or for internal circulation within an organisation. This is subject to the material being reproduced accurately and not being used in a misleading context. If you copy any of the information available through this scheme or distribute it to others or republish it, you must identify the source of material and acknowledge its copyright status. The Police and Crime Commissioner for Gloucestershire’s logo is also copyrighted and may not be reproduced other than as it appears on copied material.

Data Protection 

Requests for personal information

Under the Data Protection Act 1998, you already have a statutory right to have access to personal data we hold about you on computer or in a structured manual file (i.e. on paper). You also have the right to expect us, as the data controller, to ensure that data is:

  • processed fairly and lawfully
  • obtained for specific and lawful purposes
  • adequate, relevant and not excessive
  • accurate and where necessary kept up to date
  • not kept for longer than is necessary
  • processed in accordance with the rights of the data subject
  • kept secure
  • not transferred abroad unless to countries with adequate date protections laws

For the purposes of the 1998 Act, “personal data” is information that relates to a living identifiable person. The person or organisation who controls the purpose and manner in which data is processed is the “data controller”. More information on the Data Protection Act can be found on the website of the Information Commissioner's Office (ICO) or from the address given below:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

We obtain, use and disclose personal information for the provision of services to support the Police and Crime Commissioner, which includes:

  • staff administration, occupational health and welfare
  • training
  • payroll & benefits management
  • research, including surveys
  • management of finance
  • public relations

In order to fulfil these we will hold, use and disclose information relating to a range of individuals including but not limited to interested members of the public and complainants. Details of staff, including volunteers, agents, temporary workers, casual workers and former or potential members of staff are also included.

We will handle personal information in accordance with the Data Protection Act 1998 and will only use appropriate personal information necessary to fulfil a particular purpose or purposes.

Personal information processed by us may be disclosed to a wide variety of recipients in any part of the world, where necessary, to achieve the purposes described above. This may include disclosures to:

  • other agencies including police forces, partner agencies working on crime reduction initiatives, criminal justice partners and providers of victims’ services
  • Publication Scheme Page 4 of 6
  • bodies or individuals working on our behalf such as IT contractors or survey organisations
  • other bodies or individuals where necessary to prevent harm to individuals or when required to by, or under any act or legislation, by any rule of law, and by court order

We may use your personal information to analyse our performance and effectiveness. It might be necessary for us, or third parties we deem appropriate and fully approved, to contact you and ask you to assist us in this analysis. This is in order that we gather information about the service we are providing to the public and use this to identify ways of improving that service wherever we can.

Information where the Office of the Police and Crime Commissioner for Gloucestershire is the Data Controller

Where we are the data controller, you are entitled to be told whether we hold data about you, and if we do:

  • to be given a description of the data in question
  • to be told for what purposes the data is processed
  • to be told the recipients, or classes of recipients, to whom the data is or may be disclosed

You are also entitled to a copy of the information with any unintelligible terms, acronyms or codes explained. You will also be given any information available to us on the source of the data. The data will be in its latest form.

You have a right to see information held about you and can request access to your own information in accordance with the Subject Access provisions of the Data Protection Act 1998.

If you want further information, or if you consider that a request by you for access to your personal data has not been dealt with properly, you may:

  • write to us at the address below seeking resolution of your complaint
  • contact the Information Commissioner's Office (ICO) which is appointed to consider such complaints

The Information Commissioner's Office is empowered to assess whether there has been a failure to comply with the 1998 Act. The ICO can issue enforcement proceedings if satisfied that there has been a contravention of the data protection principles.

The ICO can also recommend that you apply to court alleging a failure to comply with the subject access provisions of the 1998 Act. The court may make an order requiring Publication Scheme Page 5 of 6 compliance with those provisions, and may also award compensation for any damages you have suffered as well as any associated distress.

Addresses:

Office of the Police and Crime Commissioner for Gloucestershire
1 Waterwells Drive
Gloucester
GL2 2AN
Telephone: 01452 754348
E-mail: pcc@gloucestershire.pnn.police.uk

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Obtaining information from the police

In most cases, it is the police and not the Office of the Police and Crime Commissioner that hold personal information. To obtain information that the Constabulary may hold about you, including conviction information, please see the Constabulary’s website via the following link: 

Or by writing to:

Gloucestershire Constabulary 
1 Waterwells Drive 
Gloucester
GL2 2AN

Fair processing notice

This information sets out how the Police and Crime Commissioner (PCC) for Gloucestershire obtains, holds, uses and discloses information about people, their personal information, the steps taken to ensure that it is protected and also describes the rights individuals have in regard to their personal information as held by the PCC.

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

The PCC and wider OPCC take their responsibilities under the Act very seriously and takes great care to ensure that personal information is handled appropriately in order to secure and maintain individuals’ trust and confidence in the PCC and OPCC.

 

1. Why do we handle personal data?

The PCC/OPCC obtains, holds, uses and discloses personal data for two broad purposes:

  1. The statutory role of the PCC – which includes rendering assistance to the public in accordance with the PCC's policies and procedures; and, any duty or responsibility of the PCC arising from common law or statute.

 

  1. The provision of services to support the role of the PCC – which includes:
    • Staff administration, occupational health and welfare;
    • Management of public relations, journalism, advertising and media;
    • Management of finance;
    • Internal review, accounting and auditing;
    • Training;
    • Property management;
    • Insurance Management;
    • Vehicle and transport management;
    • Payroll and benefits management;
    • Management of complaints;
    • Vetting;
    • Management of information technology systems;
    • Recruitment;
    • HR Management;
    • Legal services;
    • Information provision;
    • Licensing and registration;
    • Pensioner administrations;
    • Research, including surveys;
    • Performance management;
    • Sports and recreation;
    • Procurement;
    • Planning;
    • System testing;
    • Security; and,
    • Health and safety management

 

2. Whose personal data do we handle?

In order to carry out the purposes described under section 1 above, the PCC may obtain, use and disclose (see section 7 below) personal data relating to a wide variety of individuals including the following:

  • staff including volunteers, agents, temporary and casual workers;
  • suppliers;
  • complainants, correspondents and enquirers;
  • relatives, guardians and associates of the individuals concerned;
  • advisers, consultants and other professional experts;
  • offenders and suspected offenders;
  • witnesses;
  • victims;
  • former and potential members of staff, pensioners and beneficiaries;
  • Government ministers and members of parliament;
  • Local Authority employees;
  • Councillors;
  • Officials and employees of other police forces, OPCCs, and regional and national organisations with an interest in policing, crime and criminal justice; and,
  • other individuals and members of the public, necessarily identified in the course of PCC enquiries and activities

The PCC will only use appropriate personal data necessary to fulfil a particular purpose or purposes. Personal data could be information which is held on a computer, in a paper record e.g. a file, or as images, but it can also include other types of electronically held information e.g. CCTV images.

 

3. What types of personal data do we handle?

In order to carry out the purposes described under section 1 above the PCC may obtain, use and disclose (see section 7 below) personal data relating to or consisting of the following:

  • names, addresses, telephone numbers and email and social media addresses;
  • education and training details;
  • employment details;
  • financial details;
  • goods or services provided;
  • sound and visual images;
  • criminal Intelligence;
  • references to manual records or files;
  • information relating to health and safety;
  • complaint, incident and accident details.
  • 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 (including alleged offences);
  • criminal proceedings, outcomes and sentences;

 

4. Where do we obtain personal data from?

In order to carry out the purposes described under section 1 above the PCC may obtain personal information from a wide variety of sources, including the following:

  • persons making an enquiry or complaint;
  • individuals themselves;
  • relatives, guardians or other persons associated with the individual;
  • other Police & Crime Commissioners and their offices;
  • Gloucestershire Constabulary and other law enforcement agencies;
  • HM Revenue and Customs;
  • international law enforcement agencies and bodies;
  • legal representatives;
  • Local Authority and Parliamentary representatives;
  • partner agencies involved in crime and disorder strategies;
  • private sector organisations working with the police in anti-crime strategies;
  • voluntary sector organisations;
  • approved organisations and people working with the police and PCC;
  • Independent Police Complaints Commission (IPCC);
  • Her Majesty’s Inspectorate of Constabulary and Fire and Rescue Services;
  • Internal and external auditors;
  • central government, governmental agencies and departments;
  • local government;
  • emergency services;
  • 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 and agents of the PCC;
  • suppliers, providers of goods or services;
  • financial organisations and advisors;
  • credit reference agencies;
  • survey and research organisations;
  • trade, employer associations and professional bodies;
  • voluntary and charitable organisations;
  • ombudsmen and regulatory authorities;
  • the media;
  • data processors working on behalf of the PCC and/or on behalf of Gloucestershire Constabulary.
  • Members of Parliament;
  • commissioned service providers.

The PCC may also obtain personal information from other sources such as internal correspondence.

 

5. How do we handle personal data?

In order to achieve the purposes described under section 1, the PCC will handle personal information in accordance with the Act. In particular, personal information will be handled fairly and lawfully with appropriate justification. The PCC will strive to ensure that any personal information used by or on behalf of the PCC is of the highest quality in terms of accuracy, relevance, adequacy and non-excessiveness, is kept as up-to-date as required, is protected appropriately, and is reviewed, retained and securely destroyed when no longer required. Individuals’ rights under the Act will also be respected (see section 8 below).

 

6. How do we ensure the security of personal data?

The PCC takes the security of all personal information very seriously. The PCC will comply with the relevant parts of the Act relating to security.

The PCC will ensure that appropriate policy, training, technical and procedural measures are in place, including audit and inspection, to protect all used 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, and then under strict guidelines as to what use may be made of any personal information contained within them. These procedures are continuously managed and enhanced to ensure up-to-date security.

 

7. To whom is personal information disclosed

In order to carry out the purposes described under section 1 above the PCC may disclose personal information to a wide variety of recipients in any part of the world, including those from whom personal information is obtained (as listed in section 4 above). This may include disclosures to the Police and other law enforcement agencies, other PCCs, partner agencies working on crime reduction initiatives, partners in the Criminal Justice arena, Victim Support, and to bodies or individuals working on our behalf such as IT contractors or survey organisations. The PCC may also disclose to other bodies or individuals where necessary to prevent harm to individuals.

Where required, or appropriate to do so, personal data may be shared with Gloucestershire Constabulary (including the Chief Constable, officers, staff, agents or appointed volunteers) to facilitate and support the PCC’s role and remit and to deliver applicable statutory functions.  Disclosures of personal information will be made on a case-by-case basis, using the personal information appropriate to a specific purpose and circumstances, and with necessary controls in place.

Some of the bodies or individuals to which the PCC may disclose personal information may be situated outside of the European Union - some of which do not have laws that protect data protection rights as extensively as in the United Kingdom. If the PCC transfers personal information to such territories, proper steps will be taken to ensure that it is adequately protected as required by the Act

The PCC will also disclose personal information to other bodies or individuals when required to do so by, or under, any legislation, by any rule of law, and by court order. This may include disclosures to the IPCC, Police, the National Fraud Initiative and the Home Office.

The PCC 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.

 

8. What are the rights of the individuals whose personal data is handled by the PCC?

Individuals have various rights enshrined in the Act:

Subject Access
The most commonly exercised right is that used by individuals to obtain a copy, subject to exemptions, of their personal information processed by the PCC. Details of the application process, known as ‘Subject Access’ can be found from the Information Commissioner’s website at: https://ico.org.uk/for-the-public/personal-information/

Alternatively individuals may contact the PCC’s office (see section 11 below).

Right to prevent processing likely to cause damage or distress
Under Section 10 of the Act an individual is entitled, in limited circumstances, to write to the PCC requiring that we do not handle their personal data in a manner that was causing or would be likely to cause unwarranted substantial damage or substantial distress to themselves or another person. Requests under Section 10 must describe the personal data involved; describe the handling to which the individual objects; state that the handling was causing or would be likely to cause substantial damage or substantial distress to him/her or another; describe the damage or distress; state that the damage or distress was/would be unwarranted; and give reasons why the handling was causing/would cause such distress and was/would be unwarranted.

All requests of this nature may be sent in writing to the PCC’s office (see section 11 below). It is worth noting that the Act includes certain provisions which may mean in a particular case the PCC can continue to handle the personal data as intended despite the objection.

Right to Prevent Processing for the Purposes of Direct Marketing
Although the PCC does not engage in direct–marketing, under Section 11 of the Act and subject to certain exemptions, an individual has the right to request in writing that the PCC stops within a reasonable time, or does not start, using the individual’s personal information for direct marketing purposes. This includes the communication by any means (e.g. mail, email, telephone, door-to-door canvassing) of any advertising or marketing material directed at particular individuals.

Any requests under Section 11 may be sent to the Office of the PCC (see section 11 below).

Rights in relation to automated decision-taking
Although the PCC is unlikely to carry out any automated decision-taking that does not involve some human element, under Section 12 of the Act and subject to certain exemptions, an individual has the right to require that the PCC ensures that no decision that would significantly affect them is taken by the PCC or on its behalf purely using automated decision-making software. The right has to be exercised in writing. If there is a human element involved in the decision-making the right does not apply.

Requests under Section 12 may be sent to the Office of the PCC (see section 11 below).

Right to take action for compensation if the individual suffers damage by any contravention of the Act by data controllers
Under Section 13 of the Act any individual who believes they have suffered damage and/or distress as a result of any contravention of the requirements of the Act may be entitled to compensation from the PCC where the PCC is unable to prove that it had taken such care as was reasonable in all the circumstances to comply with the relevant requirement. Any claim for compensation arising from this provision may be sent to the Office of the Police and Crime Commissioner for Gloucestershire, No.1 Waterwells, Waterwells Drive, Quedgeley, Gloucester, GL2 2AN.

Right to take action to rectify, block, erase or destroy inaccurate data
Under Section 14 of the Act an individual has the right to seek a court order for the rectification, blocking, erasure or destruction of their inaccurate personal data handled by the PCC. The right cannot be exercised directly to the PCC or the OPCC.

Right to request the Information Commissioner to assess a data controller’s Processing
Under Section 42 of the Act any person can request the Information Commissioner to make an assessment if they believe that they are/have been adversely affected by the handling of personal data by the PCC. Such requests should be made direct to the Information Commissioner whose contact details can be found below.

Generally if individuals have any concerns regarding the way their personal data is handled by the PCC or the quality (accuracy, relevance, non-excessiveness etc.) of their personal data they are encouraged to raise them with the OPCC (see section 11 below).

The Information Commissioner is the independent regulator responsible for enforcing the Act and can provide useful information about the Act’s requirements. The Information Commissioner’s Office may be contacted using the following:

Post: The Information Commissioner’s Office,

Wycliffe House,

Wilmslow,

Cheshire,

SK9 5AF

Telephone: 0303 123 1113 (local-rate) or 01625 545 745 if you prefer to use a national-rate number.

Website: www.ico.org.uk.

 

9. How long does the PCC retain personal data?

The PCC keeps personal information as long as necessary for the purpose or purposes for which it is held. Personal information is retained, reviewed and deleted in accordance with agreed national retention periods which are subject to periodic change.

 

10. Monitoring

The PCC may monitor or record and retain telephone calls, texts, emails and other electronic communications to and from the PCC’s office in order to assist the purposes described under section 1 above.

 

11. Contact Us

Any individual with concerns over the way the PCC handles their personal data may contact the OPCC by:

Post: Office of the Police and Crime Commissioner for Gloucestershire,

No.1 Waterwells,

Waterwells Drive,

Quedgeley,

Gloucester,

GL2 2AN

Telephone: 01452 754348

Email:PCC@gloucestershire.pnn.police.uk

Website: www.gloucestershire-pcc.gov.uk

 

 

‘Personal data’ is defined under Section 1 of the Data Protection Act 1998. In practical terms it means information handled by the PCC that relates to identifiable living individuals. It can include intentions and expressions of opinion about the individual. The information can be held electronically or as part of paper records, and can include CCTV footage and photographs. For ease of readers this information refers to the handling, use, holding etc. of personal data – Section 1 of the Act uses the term ‘processes’ to effectively cover any usage of personal data.

This information is designed to help satisfy the ‘Fair Processing Requirements’ as required by Schedule 1 Part II, paragraphs 1 to 4 of the Data Protection Act 1998 and may be regarded as a generic over-arching ‘Fair Processing Notice’ for the PCC. Additional more specific Fair Processing Notices may appear in other circumstances such as on forms, policies, email footers, or CCTV signage.

Page last updated: 10 January 2018