Please find below all the information you need to know about how we handle your personal information and how you can contact us to obtain information from us.
Personal information is managed in accordance with the following legislation and policy:
- The Data Protection Act 2018
- The Human Rights Act 1998
- Freedom of Information Act
- Computer Misuse Act 1990 Association of Chief Police Officers Code of Practice for Data Protection
- Her Majesty’s Government Manual for Protective Security
- Statutory Code of Practice for the Management of Police Information.
Reference will also be made to relevant case law and to legal guidance and codes of practice issued by the Office of the Information Commissioner.
The Data Controller of Surrey Police is the Chief Constable and all employees of Surrey Police act as the representatives and agents of the Chief Constable.
The data controller is registered with the ICO under the reference Z4895085 which is renewed annually.
The Data Protection Officer for Surrey Police is Kelly Thornton. Data protection officer’s (DPOs) monitor internal compliance, inform and advise on data protection obligations, provide advice regarding Data Protection Impact Assessments (DPIAs) and act as a contact point for data subjects and the Information Commissioner. The DPO is an expert in data protection, adequately resourced, and reports to the highest management level. The DPO is the first point of contact for the Information Commissioner and individuals whose data is processed by Surrey Police (employees, members of the public, etc).
If you think that your personal rights have been breached and information relating to yourself has been wrongfully released by Surrey Police, then please contact the Data Protection Officer using the details below:
DPO Contact Details: firstname.lastname@example.org
Surrey Police has notified the Office of the Information Commissioner that personal information is held and used for the following purposes:
Policing: the prevention and detection of crime; apprehension and prosecution of offenders; protection of life and property; maintenance of law and order; also rendering assistance to the public in accordance with force policies and procedures.
Provision of necessary services to support the Policing Purpose including:
Staff administration; occupational health & welfare; management of public relations, journalism & media; management of finance; internal review, accounting and auditing; training; property management; insurance management; vehicle & transport management; payroll & benefits management; management of complaints; vetting; management of IT; legal services; information provision; licensing and registration; pension administration; research, including surveys, performance management; sports & recreation; procurement; planning; system testing; security; health & safety management.
Disclosure or passing of personal information to other organisations or individuals is strictly controlled. There are some occasions when we will pass personal information to other official agencies because we are required to do so by law or because that agency has a legitimate reason supported by legislation to be given the information. For example: the Health and Safety Executive when investigating accidents, the Inland Revenue when investigating tax fraud and social services when considering child protection and welfare.
The Police work in partnership with other agencies to reduce crime and disorder, reduce the fear of crime and protect the vulnerable. In order to work together it is necessary to share information. Often this information is about crime figures or areas where crime or disorder is a particular problem. However, sometimes it is necessary to share personal information to tackle a particular problem involving an identified offender or victim. Sometimes information is shared to assist the partner agency in carrying out their lawful functions, but only when it is necessary and proportionate to do so.
The sharing of personal information is covered by documents, known as Information Sharing protocols. These say who the sharing agencies are; when, why and what personal information might be shared and set out procedures for making and responding to requests for information and keeping the information secure.
The right of access, previously referred to as subject access, gives individuals the right to obtain a copy of their personal data as well as other supplementary information. It helps individuals to understand how and why we are using your data, and check we are doing it lawfully. An individual is only entitled to their own personal data, and not to information relating to other people (unless the information is also about them or they are acting on behalf of someone).
Local requests are made when people want to find out what information Surrey Police holds on them. For example if you were involved in an incident or were a victim of crime, the local subject access form will allow you to specify what information you would like (specific requests take less time to respond to). There is no fee for a rights of access request. A reasonable time period must have elapsed before further requests can be made.
You can obtain a form in the following ways:
- Download: Local Subject Access Request Form
- Email: email@example.com
- Post: Information Access, Surrey Police, PO Box 101, Guildford, GU1 9PE
Once you have completed the form you should do one of the following:
- Return the form to a Surrey Police Station front office (depending where the incident occurred) along with the required documents. The front office staff will check your identification and address and retain the form. These forms are then sent to the Information Access Team at headquarters via internal post.
- Send the completed form, documents to the relevant police force. If you send original documents, your identification and proof of address will be sent back to you via return of post along with a letter confirming receipt (photocopies will not be returned or confirmed).
- Photocopies of each of the following will be accepted as proof of identification: passport, driving license, birth certificate, NHS medical card or any other item that can confirm your full name, date of birth and current address.
- Proof of address should be a vehicle registration document, household utility bill, bank or credit card statement or any other official document with your name and address on it.
The completed disclosure will be sent to you directly by Surrey Police along with a covering letter within the time limit. If your request is incomplete, or your documents are incorrect, your application will be returned to you via post with a covering letter explaining what you need to do.
All requests will be processed within the one calendar month. There is no priority service, all applications are processed in the order they are received. The calendar month starts from the date your application is received by the relevant force. If you are seeking a disclosure for employment or immigration purposes please ensure you allow yourself enough time.
If you have not received your request and it is less than 1 calendar month since you made your request PLEASE DO NOT CONTACT the Information Access Team. Applications cannot be hurried through the process. If the calendar month has passed and you have not received your application, please contact the Information Access Team within one month of expiry date and a duplicate copy will then be sent to your address.
The Data Protection Act contains a number of exemptions that may be applied to refuse disclosure of information. More information about these exemptions can be found on the Information Commissioner’s website
The Legal Aid, Sentencing, Punishment of Offenders Act 2012 contained a new framework for the legal aid scheme, which came into force on the 1st of April 2013. The key focus in the new scheme is on providing legal aid for the most vulnerable, however, the Legal Aid Agency will require evidence of domestic violence and abuse and for protection for abused children and those at risk of abuse in order to fund legal aid.
Many people need this information as part of their application for visas, residency or work permits for countries abroad. You will be asked to complete a Subject Access Request form or Police Certificate in order to provide the information necessary to search against police records. You will also be required to provide two documents that prove your identity. More information is given on the relevant form.
The National Police Chief Council – ACRO Criminal Records Office carries out these checks on our behalf. When you complete these forms you will send it directly to ACRO and all queries about the progress of and response to your application must be made with ACRO. ACRO will reply directly to you at the postal address you give on the form. For further information visit the ACRO Criminal Records Office website.
If you think that your personal rights have been breached or information relating to you has been wrongfully released by Surrey, then please contact the Data Protection Officer using the details below:
DPO Contact Details: firstname.lastname@example.org
Any such concern will be treated with the utmost seriousness by Surrey Police. The issue will be investigated promptly, reviewed to establish whether the circumstances warrant reporting to the Information Commissioners’ Office (ICO) and you will be updated as to the outcome of the investigation.
This does not affect your right to report any such concern to the ICO.
Individuals requiring Police Certificates for the purpose of emigration applications, visas or residency for a number of countries including, but not limited to Australia, Canada, New Zealand, South Africa, and the United States of America must apply directly through the ACRO Criminal Records Office website. It is your responsibility to confirm with the relevant Embassy, High Commission or requesting authority that a Police Certificate will be acceptable.
Please note that this Certificate is processed entirely by ACRO and applications should not be returned to Surrey Police. All submissions and enquiries relating to this process should be directed to ACRO, who can be contacted as follows:
- Telephone: 0845 601 3999
- International: 0044 1962 871 111 08:30 - 23:00 GMT, Monday - Friday.
Applicants wishing to apply for rights of access as a condition of employment should now use the disclosure service offered by Disclosure Scotland.
Disclosure Scotland offer a basic disclosure service both online (subject to certain conditions) or by post. They will provide details of convictions held in central police records which are unspent according to the Rehabilitation of Offenders Act 1974 or will state that there are no such convictions and is suitable for the purpose of employment.
Full details of the services they offer can be obtained from:
- Web address: http://www.mygov.scot/disclosure-types/
- Telephone: 0870 609 6006
- Postal Address: Disclosure Scotland, PO Box 250, GLASGOW, G51 1YU
However if your work will involve access to children, vulnerable adults or the elderly please read the information on the Disclosure and Barring Service
Please be aware that Disclosure Scotland are not connected to Surrey Police in any way and as a result we are unable to accept applications on their behalf or offer advice on the services they provide.
The Data Protection Act 2018 gives you the right to request that information held about yourself is deleted.
You can apply for the deletion of records from the Police National Computer (PNC), National Fingerprint Database (IDENT1) and the National DNA Database (NDNAD) under the record deletion process as defined in guidance issued by the National Police Chiefs Council. Applications of this kind should be made through the ACRO Criminal Records (ACRO) website. It is important to note that ACRO Provides this service on behalf of Police Forces and cannot amend or delete information held on Police National Computer. This decision and action will be taken by the force Data Controller upon consideration of applications.
Requests for removal of Custody Photos or Data held about yourself on the local Surrey Police systems should be made through the Information Management Unit. You can make an application by completing the relevant Record Deletion or Custody Photo Deletion form and emailing it to email@example.com
Alternatively the completed form can be sent to Information Management, Surrey Police HQ, PO Box 101, Guildford, Surrey, GU1 9PE. Requests can also be made by calling the Information Management unit via 101, please note that all information on the application form will still need to be provided when calling.
Requests will be responded to within one calendar month with decisions made by the force Data Controller.
Information Access Team
PO Box 101