OUR PRIVACY NOTICE
Your personal data – what is it?
“Personal data” or “Personally Identifiable Information” (PII) is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be through the data itself or by combining it with other information that would identify a living individual.
The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR) and other legislation relating to personal data and rights such as the Human Rights Act.
More information about data protection and your rights can be found on the Information Commissioner’s website: https://ico.org.uk/for-the-public/
Who are we?
This Privacy Notice sets out how the Essex Police, Fire and Crime Commissioner (the Commissioner) will treat any personal data.
If it is necessary we may share your personal data with third parties. These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data. They may include:
We may need to share your personal data we hold with them so that they can carry out their responsibilities. If we and the other data controllers listed above are processing your data jointly for the same purposes, then the Commissioner and the other data controllers may be “joint data controllers” which mean we are all collectively accountable to you for your data. Where each of the parties listed above are processing your data for their own independent purposes then each of us will be independently responsible to you and if you have any questions, wish to exercise any of your rights (see below) or wish to raise a complaint, you should do so directly to the relevant data controller.
A description of what personal data the Commissioner processes and for what purposes is set out in this Privacy Notice.
The Commissioner will process some or all of the following personal data where necessary to perform tasks:
How we use sensitive personal data
Do we need your consent to process your sensitive personal data?
In limited circumstances, we may approach you for your written consent to allow us to process certain sensitive personal data. If we do so, we will provide you with details of the personal data that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.
The Commissioner will comply with data protection law. This says that the personal data we hold about you must be:
Letters or emails to the PFCC with requests, complaints or suggestions
When you contact us, we
We use your personal data for some or all of the following purposes:
Through working with Essex Police, our processing may also include the use of CCTV systems for the prevention and prosecution of crime.
What is the legal basis for processing your personal data?
The Commissioner is a public authority and has certain powers and obligations. Most of your personal data is processed for compliance with a legal obligation which includes the discharge of the Commissioner’s public functions and powers. Sometimes when exercising these powers or duties it is necessary to process personal data of residents or people. We will always take into account your interests and rights. This Privacy Notice sets out your rights and the Commissioner’s obligations to you.
We may process personal data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing your data in connection with the use of a grant provided by the Commissioner, or in connection with a query we are dealing with on your behalf.
Sometimes the use of your personal data requires your consent and where this is the case we will obtain your consent before we use your data.
Sharing your personal data
This section provides information about the third parties with whom we may share your personal data. These third parties have an obligation to put in place appropriate GDPR compliance and security measures and will be responsible to you directly for the manner in which they process and protect your personal data. Where appropriate we will ensure this is the case through a binding contract. It is likely that we will need to share your data with some or all of the following (but only where necessary):
How long do we keep your personal data?
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is currently best practice to keep financial records for a minimum period of 8 years to support audits or provide tax information. We may have legal obligations to retain some data in connection with our statutory obligations as a public authority. The Commissioner is permitted to retain data in order to defend or pursue claims. In some cases the law imposes a time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims). We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a claim. In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed.
Attending our meetings or events, circulation and contact lists
Our meetings and events
Most of our meetings, summits and events are held in public, and many be webcast. We sometimes take photographs of meetings and events, and people who attend may appear in these photographs. In addition we normally take notes of meetings and events and these notes may include the names or other information about people who attend.
This means that if you attend one of our meetings or events:
What legal basis do we rely upon?
Meetings and events take place to support the Commissioner in undertaking his public task. We will rely upon contractual obligation for people who are regular members of our boards, groups or committees. For other events we shall obtain consent from those present before commencing photography or including personal data in our notes or minutes.
We will always respect your privacy, and take the following steps:
Contact and circulation lists
If you attend one of our meetings or events we may ask you for the following information:
We will use these to provide you with information about the meeting or event; to help us plan and also for health and safety planning in case of fire or other emergency. We will not share this information with any third party without your prior consent.
We may use a third party such as Eventbrite to help us organise events. In such cases, the third party is a data processor for your data, and will be responsible for your data. If we use a third party to help us in this way, you shall receive a separate privacy notice from them.
We hold a number of lists of people’s contact details. We hold lists so that we can invite people to suitable events and meetings and also so that we can contact people with information and news. You will be asked for your consent for your name and other contact details to be included on our circulation list. You may withdraw this consent at any time and your details will then be removed from our list.
Application for funding, or recipient of our funding
Applicants for funding will normally be required to provide us with personal data including:
We use your personal data for some or all of the following purposes:
Additional ways in which we use your information
Data Profiling – this is when your information is summarized and examined to enable us make informed decisions about the services we provide to you.”
Your rights and your personal data
You have the following rights with respect to your personal data:
When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
Transfer of Data Abroad
Any personal data transferred to countries or territories outside the European Economic Area (“EEA”) will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. [Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas].
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
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Changes to this notice
We keep this Privacy Notice under regular review and we will place any updates on the Commissioner’s website: www.essex.pfcc.police.gov.uk
Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:
Police, Fire and Crime Commissioner for Essex,
1st Floor, Kelvedon Park,
Our office hours are:
Mon-Fri: 8.30am to 4.30pm
If your enquiry relates to operational policing or a crime please contact Essex Police here