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To understand how your data is collected and handled, read our privacy notice.
See our privacy notice
The use and disclosure of personal data is governed in the United Kingdom by the Data Protection Act 2018 (the Act). Under the Act the Chief Constable of South Wales police is the data controller for the processing of any personal data by the force. In the rest of this privacy notice the Chief Constable of South Wales is referred to as we or us.
This privacy notice explains:
We will treat information you provide to us in using this website in confidence and we will only disclose it to third parties where we are required to do so by law, or in the circumstances set out 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:
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 Data Protection Team manages our data protection compliance. The Joint Data Protection Lead Officer for South Wales Police and Gwent Police can be contacted using the following details:
Data Protection OfficeSouth Wales Police HeadquartersCowbridge RoadBridgendCF31 3SU
Email: [email protected]
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 Data Protection Team or our Data Protection Officer if you have any questions or concerns about how we process your personal data.
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.
We process information relating to a range of individuals, including:
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. The above list is not exhaustive. We aim to process the minimum amount of personal data necessary for the relevant purpose. 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 under the Data Protection Act 2018 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 based in common law and supplemented by legislation such as 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 appropriate policy documents (as required under the Act) for that processing.
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 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:
Disclosures are considered by a case-by-case basis, ensuring that only the personal information which is necessary and proportionate to a specific lawful purpose is disclosed with appropriate controls and safeguards in place.
All completed online forms submitted to South Wales Police are automatically sent securely to the central police IT team responsible for delivery of the National Police Chiefs' Council Digital Policing Portfolio.
We keep your personal data for as long as necessary for the particular purpose or purposes for which we hold it.
Personal data held on the Police National Computer 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.
Under the Act you have a number of rights that you can exercise in relation to the 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).
Please note that there will be circumstances in which we are unable to comply with your request to exercise your rights due to the nature of the processing taking place. We will endeavour to fulfil rights requests whenever it is possible to do so.
We will respond to your rights request within 1 month of receiving it although we may sometimes need to request specific information from you to help us confirm your identity and ensure your authority to exercise the rights or to be able to locate the personal data that you are asking about. For requests which concern general processing (not law enforcement) and additional information is needed or the request is complex and cannot be fulfilled within 1 month we will inform you of this and endeavour to provide a full response within a further 2 months.
Right of Access: You can request access to the personal data we hold about you free of charge. 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 whether we are processing your personal data, how we obtain it, how we use, retain, and store it, and who we share it with. This privacy notice seeks to provide that information, in addition to explaining what your rights are.
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.
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:
If you want to ask us to delete your personal data you can do so using the contact details in this privacy notice.
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:
We are unlikely to carry out automated decision making as 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.
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:
This cookie is used to distinguish users, which helps us count how many people visit our website
Used to manage the rate at which page view requests are made
Like _ga, this lets us know if you’ve visited before, so we can count how many of our visitors are new to the site or to a certain page
This works with _utmc to calculate the average length of time you spend on the site
When you close browser
This works with _utmb to calculate when you close your browser
This tells us how you reached the site (eg from another website or a search engine)
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 1113Complain on the ICO website
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