Website form submissions, social media and correspondence from the public privacy notice
This privacy notice relates to the information provided through forms on North Yorkshire Police's website, and also in social media posts and correspondence.
The Chief Constable of North Yorkshire Police is committed to protecting your personal information.
This Privacy Notice contains important information about what personal details we collect; what we do with that information; who we may share it with and why; and your choices and rights when it comes to the personal information you have given to us.
We may need to make changes to our Privacy Notice, so please check our website for updates from time to time. If there are important changes such as changes to where your personal data will be processed, we may contact you to let you know.
Who we are?
This Privacy Notice is provided to you by the Chief Constable of North Yorkshire Police who is the data controller of this data.
Your personal data – what is it?
“Personal data” is any information about a living individual which allows them to be identified. Identification can be directly using the data itself, or by combining it with other information which helps to 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 the Data Protection Act 2018, and other legislation relating to personal data and rights, such as the Human Rights Act.
The data we may collect about you:
Personal Data that we may collect includes:
- Personal details such as name, address and contact information;
- Video footage and Visual Images which may contain your vehicle details;
- Data on criminal convictions and information relating to any current potentially criminal activity to support our consideration of certain requests;
- Location information;
- Professional details such as your place of work;
- Content of correspondence; and
- Any information you provide to NYP.
Special category personal data may include personal data revealing:
- Racial or ethnic origin;
- Political opinions;
- Religious or philosophical beliefs;
- Trade Union membership;
- Physical or mental health;
- Sex life or orientation;
- Genetic or biometric data.
North Yorkshire Police will use the minimum amount of personal information necessary to carry out a particular activity.
Where do we obtain data from?
We collect data from a range of sources. We may collect data for our investigations from partner agencies, through direct reporting from the public, but also from information which is already publically available.
What is the legal basis for processing your personal data?
The Chief Constable of North Yorkshire Police may process personal data for the following reasons:
- You have given consent for your data to be processed;
- It is necessary for the performance of a task – to run an efficient and effective force which includes engaging with communities, informing the public, promoting the work of the Police and responding to the public;
- To meet legal obligations, for instance to comply with your information access requests;
- It is authorised by Union or Member State law;
- It is necessary to protect the vital interests of the data subject or of another natural person;
- The personal data being processed is already in the public domain.
Where we process special categories of personal data, we will do so for one or more of the following reasons;
- You have given explicit consent for your data being processed;
- It is necessary in the context of employment law, or laws relating to social security and social protection;
- The processing is carried out in the course of the legitimate activities of a charity or not-for-profit body, with respect to its own members, former members, or persons with whom it has regular contact in connection with its purposes;
- The processing relates to personal data which have been manifestly made public by the data subject;
- It is necessary for the establishment, exercise or defence of legal claims, or for courts acting in their judicial capacity;
- It is necessary for reasons of substantial public interest and occurs on the basis of a law that is proportionate to the aim pursued and protects the rights of data subjects;
- The processing is required for the purpose of medical treatment undertaken by health professionals, including assessing the working capacity of employees and the management of health or social care systems and services;
- The processing is necessary for reasons of public interest in the area of public health;
- The processing is necessary for archiving purposes in the public interest, for historical, scientific, research or statistical purposes, subject to appropriate safeguards;
- It is necessary for the purposes of performing or exercising obligations in connection with employment, social security or social protection;
- It is necessary for the safeguarding of children and of individuals at risk;
- It is necessary for the purpose of any legal proceedings;
- It is necessary for statutory purposes;
- It is necessary for administration of justice;
- It is necessary when a court or other judicial authority is acting in its judicial capacity;
- It is necessary for preventing fraud; and
- It is necessary for archiving purposes.
The Data Controller will comply with data protection law. This says that the personal data we hold about you must be:
- Used lawfully, fairly and in the case of data processed for general, non-law enforcement purposes, in a transparent way;
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
- Relevant to the purposes we have told you about and limited only to those purposes;
- Accurate and kept up to date;
- Kept only as long as is necessary for the purposes we have told you about;
- Kept and destroyed securely, including ensuring that appropriate technical and security measures are in place to protect your personal data and to protect personal data from loss, misuse, unauthorised access and disclosure.
Sharing your personal data:
We may share your personal data internally with relevant departments for the purpose of fulfilling one or more of the above stated legal bases. We may also engage the services of other agencies to meet legal requirements, or fulfil another lawful basis. For instance complaints made by you may be shared with agencies that inspect us.
Where we have arrangements to share your personal data, there is a contract, memorandum of understanding or information sharing agreement in place to ensure that the requirements of the Data Protection legislation on handling personal information are met. Where we are required to disclose information by law, for example for safeguarding purposes, we may do so without these arrangements.
We engage with third party processors who handle some, or all, of the above mentioned information on our instruction.
NYP will take steps to ensure any disclosures of personal data are necessary and proportionate, as required by law. Whenever we share your personal information, sharing options will be evaluated to ensure that your data is shared in the most secure manner.
How do we keep your personal information secure?
We are committed to ensuring that your personal data is safe and processed securely. In order to prevent your personal data from being accidentally lost, used or accessed in an unauthorised manner, altered or disclosed, we have put in place suitable physical, electronic and managerial measures. These include information security awareness training for our staff. We have also compiled procedures to safeguard and secure the information that we hold about you which our staff adhere to.
We limit the access to your personal information to those employees who have a business need to know, for instance through secure work areas and access controls on all of our systems. Employees, contractors and other third parties who handle personal data will only process your personal information in line with our direct instructions.
How long do we keep your personal information?
North Yorkshire Police keeps your personal information as long as is necessary for the particular purpose, or purposes, for which it is held.
Records that contain your personal information processed for “general data” purposes will be managed in accordance with the Force’s Retention Schedule.
Retention guidelines for personal information which is placed on the Police National Computer can be found within the National Police Chief’s Council’s Deletion of Records from National Police Systems document.
Other records that contain your personal information and which was processed for law enforcement purposes are retained in accordance with the College of Policing guidance on the Management of Police Information and North Yorkshire Police Record Retention Policy.
Your rights and personal data:
A key area of change in the new Data Protection Act relates to individuals’ rights. The law refreshes existing rights by clarifying and extending them and introduces new rights.
However your information rights will be dependent on the reason why the data was collected, how the data was collected and why it is being used. Consequently, where data is being processed for law enforcement purposes, some of your rights may be restricted.
Further information about your rights can be found on the Your Data Rights page.
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, we may provide you with a new notice explaining this new use and setting out the relevant purposes and processing conditions, prior to commencing the processing. We will seek your prior consent to the new processing if this is appropriate.
Details as to how we can be contacted as well as how you can submit a complaint is available on our website: https://northyorkshire.police.uk/access-to-information/data-protection/
This version of our Privacy Notice was last updated on 23 April 2021.