PSD Privacy Notice

PSD Privacy Notice for members of the public who make a complaint against police

Gwent Police collects and processes personal data relating to members of the public who make complaints against police in order to record and deal with your complaint in line with the IOPC Statutory Guidance to the police service on the handling of complaints and the Home Office Guidance on Police Officer Misconduct, Unsatisfactory Performance and Attendance Management Procedures.

What information do we collect from members of the public who make a complainant against police?

When you make a complaint Gwent Police will collect the personal information you choose to provide, which is collected on an individual basis. This includes information such as your name and address, contact details including email address and telephone number, age, date and place of birth and occupation. You may in some cases provide the name, address and contact details, including telephone number and email address, of any family member, friend or solicitor you appoint to act on your behalf. We will also collect equality monitoring data such as you gender, sexual orientation, disability, ethnicity and religious belief or faith if you choose to provide it.

We will collect details of the circumstances of the incident or interaction with Gwent Police that has resulted in you making a complaint and any on-going contact you have with us whilst your complaint is being investigated such as in emails, letters or written accounts.

We may compile and publish statics showing information such as the number of complaints we receive but this does not contain information that identifies any individuals.

Why does Gwent Police process your personal data?

Section 22 of the Police Reform Act 2002 requires police forces to have regard to the IOPC Statutory Guidance to the police service on the handling of complaints.

We use the information you provide only for the purposes of processing your complaint and will not pass on information to third parties except where it is necessary in the proper performance of our duties under the Police Reform Act 2002 or other legal requirement.

Who has access to your data?

Only staff who require access to your data in order to allow us to carry out our duties in relation to the recording and handling of complaints against police will have access to your data, except where it is necessary to share your data in the proper performance of our duties under the Police Reform Act 2002 or other legal requirement.

How does Gwent Police protect my data?

Gwent Police takes the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally misused or disclosed and it is not accessed by employees except in the proper performance of their duties.

If there is a requirement to share your information with another organisation, such as the Independent Office for Police Conduct or other third party in the proper performance of our duties, this will be done in line with the guidance provided under the Government Security Classifications guidance for official documents.

How long does Gwent Police keep my complaint data?

In line with the National Police Chiefs Council Guidance on the Retention of Police Records  we will retain a record of your complaint for six years from the end of the closure of the investigation or six years from the end of any sanction if the matter resulted in disciplinary proceedings for any officer or staff member.

The record may be retained beyond six years at the discretion of the Professional Standards Department where the officer or staff member has received further complaints since the last incident and the complaints show a pattern of behaviour.