Privacy notice for Police Youth Volunteers

This is a short guide to let you know what happens to the information you give to South Wales Police when you join the Police Youth Volunteers (PYVs). It’s important that you read and understand it.

What kind of information does South Wales Police collect about you?

When you join the PYVs, South Wales Police will ask you or your parent(s)/guardian to provide some information about yourself.  This is to keep you safe.

These details include:

• Name
• Date of birth
• Email address
• Home address
• Telephone number
• Your school
• Your nationality/ethnicity/religion
• Health and medical details e.g. disabilities or allergies so we can look after you properly

We might take photos and videos of you doing fun activities to show what the PYVs are all about.

We will also collect some information from your parent(s)/guardian(s) to make sure they know what is happening.

Why do we need this information?

There are a few key reasons:

1. To sign you up – We need your details to process your application and officially make you a PYV
2. To keep you safe – we need to make sure all of our activities are safe for you.
3. To tell you things – We will use your contact details to send you emails or messages about what is happening or to contact people if you are involved in an accident. We will set you and your parent(s)/guardians(s) on a secure, national system called VPC Marshall so we can keep you all up-to-date about events, activities, incidents etc. electronically in a safe way and make sure we have a record of the correct permissions forms.
4. To show how great the PYVs are – we may use photos or videos to show what the PYVs do and to encourage others to join. We will always ask for permission before we post anything.
5. We have to – laws such as the Equality Act 2010 require us to record certain details such as ethnicity.

Who we share your information with

We will share your details with the National Voluntary Police Cadet (VPC) team and organisations that we work with to run the PYVs in South Wales Police.

In some situations, we may be required by law to disclose your information.

We won’t share information with people that don’t need to know it.

How we keep your information safe

Your personal information is very important, and we treat it with great care. It is stored on secure computers and databases. Only the adults that need to see it to do their job, like your PYV leaders, can access it.

How long we keep your information

South Wales Police will only keep your information for as long as you are a PYV and for a little while after you leave, just in case we need it for an important reason.  After that we delete it safely:

• Application forms are deleted after 1 year
• Health and Safety records are kept for a minimum of 6 years
• Risk forms are kept for a minimum of 10 years.

Your contact details will be held on VPC Marshall while you are a PYV.  Details stored on this system are removed 7 years after ending your contract with us.

More privacy detail about VPC Marshall can be found here: guidance-confidentiality.pdf

Your rights – it’s your information

You have rights over your own information.  You can ask South Wales Police:

• What information we have about you
• To ask for copies of that information
• To correct any information that is wrong or out of date
• To stop using your videos or photos for promotion.

If you or your parent(s)/guardian(s) want to ask us about any of this, please talk to your PYV leader or have your parents contact our Data Protection Officer at [email protected]

For questions about VPC Marshall you can contact their Data Protection Officer at [email protected]

What if you have a problem?

If you or your parent(s)/guardian(s) are worried about we use your information, please talk to us first.  If you are still not happy, you can complain to a special office call the Information Commissioner’s Office (ICO).  They help people with privacy problems.

You can find out more information about the ICO at www.ico.org.uk

A note to the person responsible for you

This document is provided as part of our obligations under the Data Protection Act and UK GDPR most notably Article 5 UK GDPR – fairness and transparency and Articles 12-22 UK GDPR.