- Report reference number:
- 157 – 23
- Classification:
- Not protectively marked
- Title of report:
- Access to Information Policy
- Area of county / stakeholders affected:
- Countywide
- Report by:
- Darren Horseman
- Date of report:
- 06.12.2023
- Enquiries to:
- [email protected]
1. Executive Summary
This decision report seeks the PFCC’s approval for a revised Access to Information Policy, following several changes suggested in the 2023 GDPR Internal Audit.
2. Recommendations
The PFCC approves the revised Access to Information Policy, attached as appendix A
3. Background to the Proposal
Following the 2023 GDPR Internal Audit a number of charges were suggested to the Access to information Policy. These suggestions were to provide greater clarity for the public in terms of how they can access information. They covered the inclusion of additional detail to align the policy more closely with ICO recommended best practice.
Following the 2023 GDPR Internal Audit the recommendations were implemented, and the draft version of the policies reviewed by the PFCC Senior Management Team. This decision report is seeking formal approval for this policy.
4. Proposal and Associated Benefits
This decision will more closely align the PFCC’s Access to Information Policy with the ICO recommended best practice, it will complete the recommendation from the specific 2023 GDPR Internal Audit and provide further clarity for the public on how they can access data held by the PFCC and their team.
5. Options Analysis
The commissioner could decide not to agree this policy but that would go against the recommendation from the 2023 GDPR Internal Audit recommendations that they have accepted. They could also seek further review, but this would take time and provide limited benefit given the robust reviews already undertaken.
6. Consultation and Engagement
This work has been discussed at the PFCC’s Management Team Meeting and with our Data Protection specialist advisors BLS as well as directly with our auditors.
7. Strategic Links
This decision will help underpin our data protection framework within the office which support the fulfilment of the PFCC’s legal obligations in terms of data handling and support the transparency of activity they undertake.
8. Police operational implications
This decision will help underpin our data protection framework within the office which support the fulfilment of the PFCC’s legal obligations in terms of data handling and support the transparency of activity they undertake.
9. Financial implications
There is no cost implication of this decision.
10. Legal Implications
This policy will form part of our overall policy framework and support compliance with our statutory obligations.
11. Staffing implications
This revised policy will be shared with staff who will need to comply with them and support their implementation.
12. Equality and Diversity implications
This policy supports our Equality, Diversity and Inclusion Strategy, provide clear and understandable access to information required to understand the work of the PFCC and include provision for necessary adjustments, if required, to allow everybody to access required information.
13. Risks and Mitigations
There is a risk that this policy will not be complied with however to mitigate this we will share with staff and ensure that data handling best practice is regularly highlighted across the office.
14. Governance Boards
This policy was discussed at the PFCC’s Senior Management Team meeting on the 10th of October 2023.
15.Links to Future Plans
The revised policies are part of a range of updates and recommendations arising from the 2023 GDPR Internal Audit.
16.Background Papers and Appendices
Access to Information Policy – Appendix A
Report Approval
The report will be signed off by the OPFCC Chief Executive and Treasurer prior to
review and sign off by the PFCC / DPFCC.
- Signature:
- D Horsman D Horsman
- Date signed:
- 06.12.23
- Position:
- Deputy Monitoring Officer
- Signature:
- Janet Perry Janet Perry
- Date signed:
- 07.01.23
- Position:
- Chief Financial Officer
Decision and Final Sign Off
I agree the recommendations to this report:
- Signature:
- Roger Hirst Roger Hirst
- Date signed:
- 19.01.24
- Position:
- PFCC
Wet signed copy is held at the PCC office.
