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Domestic Abuse Victim Surveys Privacy Notice

Domestic Abuse Victim Surveys Privacy Notice

Information about your Personal Data

Your personal information is important to us. This notice contains everything you need to know about how we use it.

What we need:

Greater Manchester Police is what’s known as the ‘Controller’ for the information that we hold. It is sometimes necessary to share information with a partner agency to assist GMP with its responsibilities as a police force. At GMP, we are committed to continually improve the service that that we offer to members of the public. One such way we do this is by asking people to complete satisfaction surveys in respect of the interaction they have had with GMP officers.

GMP is working closely with Leicestershire Police to conduct these surveys which will review people’s experience of the service in relation to Domestic Abuse incidents. Leicestershire Police will be a ‘Data Processor’ in this relationship. In order for the Processor to conduct these surveys, GMP will share certain basic information with them, which will include the following:

  • Offence type
  • Gender
  • Basic offence description
  • Name
  • Title
  • Telephone numbers
  • Perceived risk level
  • Victim reference number
  • Address
  • Date of crime
  • Crime reference number

The information shared with Leicestershire Police is considered to be the minimum necessary required to allow them to make contact with you and fulfil the purpose of the sharing. For example, a basic offence description is provided to allow you as a victim to identify which incident the survey relates to. This field will be assessed by GMP staff prior to disclosure to Leicestershire Police to ensure that only basic descriptor information is provided.

You will be informed on first contact by Leicestershire Police who they are and how your information would be used if you agree to complete the survey. You will also be asked if you agree to continue with the survey. It is up to you whether you decide to participate.

Why we need it:

The purpose of GMP sharing the information is for the Data Processor to facilitate research by conducting Domestic Abuse user satisfaction surveys on behalf of GMP.

This will assist GMP in improving the police service provided to victims of Domestic Abuse and members of the public by measuring and assessing levels of satisfaction with the existing police service. It will drive continual change and improvement in GMP delivering assistance to the public.

As the surveys will ultimately help to improve policing, the purpose of the sharing is consistent with the original purpose of the Data collection for which the Data was collected.

The information will not be used for any other purpose.

The Lawful Basis

The sharing is in line with the following legislation:

Domestic Violence, Crime and Victims Act 2004 (DVCA)

Section 54 of the DVCA permits the disclosure of ‘information’ to relevant authorities/those required to perform certain duties under the section 32 Code of Practice for Victims of Crime. It should be noted that voluntary organisations that provide victim services are not included meaning that Section 54 does not provide a legal basis for the disclosure of information by police forces to external victim services organisations. However, as another Competent Authority is conducting the processing (i.e. Leicestershire Constabulary), this gateway can be utilised.

It has been recognised by the Information Commissioner’s Office that where police forces are required to refer victims to victim support services then consent will not be the most appropriate lawful basis to rely on.

The following GDPR conditions are met, for when data is shared for a purpose other than a direct policing purpose (i.e. on transfer of data from GMP to the relevant partner agency):

  • Article 6(e) Performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
  • Article 9(g) processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject

The sharing is also permitted under the Police Reform and Social Responsibility Act (2011) – Sch 2.7 (1) A chief constable may do anything which is calculated to facilitate, or is conducive or incidental to, the exercise of the functions of chief constable. (2) That includes a: entering into contracts and other agreements (whether legally binding or not), but only with the consent of the relevant police and crime commissioner.

What you need to supply and what will happen if you don’t?

Leicestershire Police will ask if you agree to complete the survey. If you decide not to proceed, it will have no negative impact on you.

If you decide to assist with the survey, the results will be provided to GMP in an anonymous format, meaning that you will not be identifiable from your answers.

The survey contains questions that relate to an incident of domestic abuse that was reported to the police. The questions you will be asked will address the method used to contact the police, the police actions that were taken as result, and any follow-up to these actions that the police put in place. The survey will concentrate on your satisfaction in all of these areas, as well as addressing your overall treatment by the police.

What we do with it:

Only relevant information will be shared with the Leicestershire Constabulary.

The information you provide in the survey will be given to GMP in an anonymous format, and will be analysed to determine how the public consider that the police have handled the situation in question. The results will be used with a view to improve the service that is offered. They will not be used for any other purpose.

All the personal data we process is processed by our staff in the UK.

The Controller and Data Processor has a Data Protection regime in place to oversee the effective and secure processing of your personal data. More information on this framework can be found on their websites.

How long we keep it:

If you do not agree to participate in the survey, your personal information will be deleted by Leicestershire Police as soon as possible and in all cases at the end of the surveying month. If you decide to participate, your information will be deleted from Leicestershire Police’s servers as soon as possible, and in any case, within three months of you completing the survey. The results of the survey will be anonymised on transmission to GMP, so GMP will not be able to identify you from the information.

In general terms, personal information held on GMP’s systems will be retained in accordance with the NPCC endorsed guidance on the Management of Police Information (MoPI) 2006, (this can be found on the College of Policing’s website www.app.college.police.uk) and the National Retention and Disposal Schedule, (this can be found on the National Police Chief’s Council website www.npcc.police.uk).

Will this information be used to take automated decisions about you?

No, you will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

What are your rights?

Under the Data Protection Act 2018 you have a number of rights that you can exercise in relation to the data we process about you. Under certain circumstances, by law you have the right to:

• request access to your personal information (commonly known as a right of access request). This enables you to receive a copy of the personal information we hold about you and check that we are lawfully processing it and that it is accurate

•request rectification of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected

•request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no lawful reason for us to continue to process it

•request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we are allowed under the law to charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we can refuse to comply with the request in such circumstances.

We sometimes need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Further information about these rights can be found within the Data Protection Act 2018 and on the Information Commissioner’s Office website: www.ico.org.uk

To exercise any of these rights please contact the GMP:

The Information Compliance and Records Management Unit at: subjectaccess@gmp.police.uk, telephone: 0161 856 2529, or via post:

Information Compliance and Records Management Unit,
Greater Manchester Police,
Information Services Branch,
Openshaw Complex,
Lawton Street,
Manchester, M11 2NS

Making a complaint about your personal data

You can complain directly to the Greater Manchester Police's Data Protection Officer via email or in writing to: -

Email: dataprotection@gmp.police.uk

Data Protection Officer
Information Compliance and Records Management Unit
Greater Manchester Police
Openshaw Complex
Lawton Street
M11 2NS

You also have the right to complain to the Information Commissioner’s Office using the following details:

The Information Commissioner's Office
Wycliffe House
Water Lane
Cheshire SK9 5AF

Telephone: 08456 30 60 60 or 01625 54 57 45

Website: www.ico.org.uk



© Greater Manchester Police 2019