Privacy Policy

What personal information we collect

Recruitment
We process information provided by you when you apply for positions with the Combined Authority in order to assess your suitability for appointment and, if you are successful, in order to fulfil our contractual obligations to you, this includes information you provide for identity and vetting purposes and for equal opportunity monitoring purposes.

We also process information provided by referees to support your application.

We process personal information generated during the recruitment process, including information about assessments, tests and exercises and shortlisting and interview assessments.

Management of staff, police officers and volunteers
We process personal information that you provide, including contact details and bank account details, in order to fulfil our contract with you - to pay salaries and expenses. We also process your personal information to manage your health and safety and performance. This information is processed to fulfil our contractual obligations to you.

Our contingency plans hold the emergency contact details including next of kin of our employees and volunteers. This is done so as there is a legitimate Interest in ensuring you or your next of kin can be contacted in the event of an emergency. 

We process personal information, including health and welfare information, for insurance and litigation purposes. This processing is to fulfil our contractual obligations with third party insurers.

Complaints and Conduct
The Mayor of West Yorkshire has obligations under the Police (Complaints and Misconduct) Regulations 2020, Policing and Crime Act 2017, Police Reform and Social Responsibility Act 2011 and Police Reform Act 2002 to deal with complaints, including complaints and conduct matters relating to the Chief Constable. He also has responsibilities under the Police Appeals Tribunals Rules 2020 and Police Conduct Regulations 2020 in relation to misconduct and appeal hearings for police officers. The information processed includes disciplinary and conduct allegations and findings and the lawful basis for processing this information is by way of a ‘public task’.

We process personal information provided by you to us and the West Yorkshire Police Professional Standards Directorate about specific public complaints, in order to fulfil our statutory duty to conduct reviews of complaints handled in accordance with Schedule 3 of the Police Reform Act 2002.

Why we process your information
We process this information to fulfil our contractual obligations to you and to perform a 'public task' arising from the obligations on the Mayor of West Yorkshire under the Police Reform and Social Responsibility Act 2011, the Police Reform Act 2002 and the Police Appeals Tribunals Rules 2012, Police Appeals Tribunals Rules 2020 and Police Conduct Regulations.

Who we share it with
West Yorkshire Police process personal information relating to staff and volunteers on our behalf; to provide HR services, to pay people and to undertake vetting checks. Where vetting is carried out on volunteers or staff who are engaged by other organisations then the result of the vetting check may be shared with that organisation.

With your permission, we may share your information with health care providers and advisers and insurance companies.

Personal information about senior appointments is shared with the Police and Crime Panel by way of a 'public task' with reference to the Mayor's obligations under the Police Reform and Social Responsibility Act 2011.

With your permission, we will share your information (to confirm your role) with other organisations such as financial institutions or potential, future employers.

With your permission, as an Independent Custody Visitor, we will share your contact details with other custody visitors so that you can be contacted to undertake joint custody visits.

On occasion, we may share your information with our professional advisers in order to access legal advice.

We may share personal information relating to police officer conduct and disciplinary matters with internal and external legal advisers, with members of the police appeals tribunal, with West Yorkshire Police and with other police forces where required for the purposes of investigation, in line with our legal obligations.

We are required to publish some information such as payments to senior staff and the names of people who work to directly support the Mayor and Deputy Mayor for Policing & Crime as a public task by way of the Elected Local Policing Bodies (Specified Information) Order 2012.

Your rights
As a member of staff, an independent member, a police officer or a volunteer you have a right to access the personal information that we process. This is a subject access request and can be made by contacting the Data Protection Officer at the Police and Crime Team (policingandcrime@westyorks-ca.gov.uk). You also have the right to have inaccurate data rectified.

Where we process information on the basis of a 'public task' you have the right to object to processing. You can do this by contacting the Data Protection Officer at the Police and Crime Commissioner's Office. (policingandcrime@westyorks-ca.gov.uk).

What personal information we collect
The Police & Crime Team at the Combined Authority processes names, addresses and bank account details of individuals and organisations which supply us with goods and services and of organisations which receive funding from us. This information is processed to fulfil our contractual obligations to you.

The Mayor and Deputy Mayor for Policing & Crime may also process information in relation to tendering exercises on the basis of the legitimate interest in complying with EU tendering rules.

Why we process your information
We process this information to fulfil our contractual obligations and by way of a 'public task' to comply with EU tendering rules and the obligations placed on the Police and Crime Commissioner to publish information about expenditure by way of the EU Public Contracts Directive 2014, the Elected Local Policing Bodies (Specified Information) Order 2012 and the Accounts and Audit Regulations 2015.

From time to time we will hold contingency plans provided by organisations which may contain the emergency contact details of individuals within those organisations. This information is provided to the Combined Authority as part of the contractual obligations of the organisation and may be shared throughout the Combined Authority.

We also process information on a consent basis if you sign up to our Commissioning Corner E-Newsletter.

Who we share it with
We may share this information with West Yorkshire Police who process information on our behalf in order to make payments.

We may also share information with South Yorkshire Police who process information on our behalf in order to support procurement and tendering processes.

The Combined Authority must publish details of all payments over £500 which includes information about who received the payment. This is a requirement of the Elected Local Policing Bodies (Specified Information) Order 2012.

The Policing & Crime Team of the Combined Authority must share information about payments to suppliers and other organisations with our external auditors.

Your rights
You have a right to access the personal information that we process. This is a subject access request and can be made by contacting dpo.pc@westyorks-ca.gov.uk or 0113 348 1740.

Where we process information on the basis of a 'public task' you have the right to object to processing. You also have a right to have incorrect information rectified and to restrict processing of the information until this is done. You can do this by contacting dpo.pc@westyorks-ca.gov.uk.

What personal information we collect
The Policing & Crime Team collects the personal information, including name, contact details, and equalities monitoring data from individual’s applying for and participating in our community and partnership advisory groups. 

We also collect the name and contact details of individuals who provide professional advice to the PCC. 

If required in order to pay expenses or other costs we collect the bank account details, of members of community or partnership advisory groups and advisers/ professional experts who are contracted to seek advice.

Why we process this information
The PCC is committed to engaging and consulting with every community within West Yorkshire and to do this runs a number of different advisory groups. To run the advisory groups we collect your name, contact details and equalities data to ensure that our groups reflect the diverse communities of West Yorkshire. We process this data under the consent lawful basis.

We the personal data of advisers and professional experts because we have entered into a contract with them to provide advice to the Mayor and Deputy Mayor for Policing & Crime, along with any advisors. We process this data under the contract lawful basis.

The Policing & Crime Team also processes the advice or opinion given by the adviser or expert by way of a 'public task'. We process this information in order to fulfil the Police and Crime Commissioner's contractual obligations and as a 'public task' by way of the Police Reform and Social Responsibility Act 2011 and the Elected Local Policing Bodies (Specified Information) Order 2012.

Who we share it with
This information may be shared with West Yorkshire Police who process information on our behalf in order to make payments.

We may also share information with South Yorkshire Police who process information on our behalf in order to support procurement and tendering processes.

The Policing & Crime Team, as a Police and Crime Commissioner is obliged, via the Elected Local Policing Bodies (Specified Information) Order 2012, publish details of all payments over £500 which includes information about who received the payment.

The Policing & Crime Team must share information about payments to suppliers and other organisations with our external auditors.

Your rights
Under the UK General Data Protection Regulation, you have a number of rights over your own personal data these include a right of access, right of erasure, right to rectification, and a right to object. To use any of these rights please contact our Data Protection Officer dpo.pc@westyorks-ca.gov.uk.

What personal information we collect
The Police and Crime Team processes personal information provided by people who contact this office with an enquiry or to seek help in pursuing a matter with West Yorkshire Police (casework). This includes contact details and personal information about the complaint or the case.

The Police and Crime Team may also request information held by West Yorkshire Police in order to deal with your enquiry. This may include sensitive personal information.

This information is processed in order to undertake a 'public task' via the Police Reform and Social Responsibility Act 2011 which requires the Police and Crime Team and Combined Authority to engage with and represent members of the community in West Yorkshire.

The Combined Authority processes personal information provided by people who contact this office to ask us to review a complaint handled by West Yorkshire Police in accordance with Schedule 3 of the Police Reform Act 2002. We also process relevant personal information held by West Yorkshire Police about the complaint. This information is processed in order to fulfil our statutory duty to conduct reviews of complaints under a ‘public task’ via the Policing and Crime Act 2017 and the Police (Complaints and Misconduct) Regulations 2020. This information is processed in order to undertake a 'public task' identified in the listed legislation.

The Police and Crime Team within the Combined Authority processes personal information such as name and contact details provided by people who contact this office to make a complaint about the Chief Constable. The Mayor has obligations under the Police (Complaints and Misconduct) Regulations 2020, Policing and Crime Act 2017, Police Reform and Social Responsibility Act 2011 and Police Reform Act 2002 to deal with and conduct matters relating to the Chief Constable. This information is processed in order to undertake a 'public task' identified in the listed legislation.

Why we process this information
We process this information in order to engage with and represent people in West Yorkshire in line with the obligations on the Police and Crime Commissioner through the Police Reform and Social Responsibility Act and to fulfil our obligations to review complaints in the legislation listed above.

Who we share it with
We may share your information with West Yorkshire Police or other police forces and security organisations, with the Independent Office for Police Conduct, local and central government, advisers and other professional experts, your representatives, healthcare and social or welfare advisers and practitioners and regulatory authorities.

We may also share your information with the West Yorkshire Police and Crime Panel which has a responsibility to scrutinise the work of the Police and Crime Team and the Mayor or Deputy Mayor for Policing & Crime.

Your rights
You have a right to access the personal information that we process. This is a subject access request and can be made by contacting the dpo.pc@westyorks-ca.gov.uk.

Where we process information on the basis of a 'public task' you have the right to object to processing. You also have a right to have incorrect information rectified and to restrict processing of the information until this is done. You can do this by contacting dpo.pc@westyorks-ca.gov.uk.

What personal information we collect
The Combined Authority’s Policing & Crime Team processes information provided by members of the public or information which is publicly available, including names, contact details and information about you, to gather the views of people living in West Yorkshire, to understand how issues affect different communities and to work in partnership with individuals and organisations in West Yorkshire.

The Combined Authority has a responsibility under the Police Reform and Social Responsibility Act 2011 to consult with and represent people in West Yorkshire and to work with criminal justice and other partners. Information is also processed to arrange joint work, including notes of meetings and attendance records. This information is processed by way of a 'public task'.

Why we process this information
We process this information in order to consult with and represent people in West Yorkshire and also to work in partnership with other agencies in line with the obligations on the Police and Crime Commissioner’s duties through the Police Reform and Social Responsibility Act 2011.

Who we share it with
Information which is processed in order to work with partners may be shared with other partner organisations to facilitate effective joint working.

Your rights
You have a right to access the personal information that we process. This is a subject access request and can be made by contacting dpo.pc@westyorks-ca.gov.uk.

Where we process information on the basis of a 'public task' you have the right to object to processing. You also have a right to have incorrect information rectified and to restrict processing of the information until this is done. You can do this by contacting dpo.pc@westyorks-ca.gov.uk.

What personal information we collect
CCTV images are recorded of the exterior of the premises of the Policing & Crime Team and other Combined Authority Buildings. These are normally retained for a period of 16 weeks on a secure database. In certain circumstances the recordings may be retained for longer, for instance, in order to provide evidence of a crime. The lawful basis for processing this information is the Police and Crime Commissioner's legitimate interest to prevent and deter crime.

Some calls to and from the Police and Crime Team are recorded for training and monitoring purposes and in order to deal with complaints and enquiries. The lawful basis for processing this information is the Police and Crime Commissioner's responsibilities under the Police Reform and Social Responsibility Act 2011 to engage with and represent members of the community and the information is processed by way of a 'public task'.

Why we process this information
We process this information in order to prevent and deter crime and for training and monitoring purposes to assist the Policing and Crime Team to engage with and represent members of the community.

Who we share it with
Information may be shared with the system providers for CCTV recording and telephone call recording as well as with West Yorkshire Police who provide IT support to the Police and Crime Team.

Your rights
You have a right to access the personal information that we process. This is a subject access request and can be made by contacting the dpo.pc@westyorks-ca.gov.uk.

Where we process information on the basis of a 'public task' you have the right to object to processing. You also have a right to have incorrect information rectified and to restrict processing of the information until this is done. You can do this by contacting dpo.pc@westyorks-ca.gov.uk.

What personal information we collect
The Policing & Crime Team at the Combined Authority processes information relating to victims of crime, vulnerable individuals and other recipients of police services. This information may be provided by the individual themselves or by their representative and may include contact details and personal information about the complaint or the case.

This includes names, contact details and personal information relating to the case.

Why we process this information
This processing relates to the Police and Crime Commissioner's functions relating to community safety and crime prevention and engaging with people in the community arising from the Police Reform and Social Responsibility Act 2011 and is processed by way of a 'public task'.

Who we share it with
We may share this information with West Yorkshire Police or other partner agencies in order to deal with the complaint or the case.

Where information is shared with local safeguarding boards and other partners for the purposes of community safety it is anonymised first.

Your rights
You have a right to access the personal information that we process. This is a subject access request and can be made by contacting dpo.pc@westyorks-ca.gov.uk.

Where we process information on the basis of a 'public task' you have the right to object to processing. You also have a right to have incorrect information rectified and to restrict processing of the information until this is done. You can do this by contacting dpo.pc@westyorks-ca.gov.uk.

When we collect your personal information such as your name, email address, date of birth there is information that we need to let you know about so we comply with the law (The GDPR) that governs what we do with your personal data. The information below is intended to let you know exactly what we are going to do with your data. If there is anything you are not sure of or would like more information on please get in touch with us be emailing dpo.pc@westyorks-ca.gov.uk.

What we collect, why and for how long
When you enter one of our competitions, we need basic contact details such as your name, age and email address. If you volunteer to become a member of our youth advisory group, we will need more information to ensure that the group is representative of all our communities in West Yorkshire so as well as you contact details, we will collect you date of birth and equalities information. We may also need your parent or careers details is you are under 16 as well. We collect this information with you and your parent or careers consent, when you enter one of our competitions or volunteer for us. We need this information so we can keep you informed about advisory group meetings or for the administration of the competitions we run, such as letting the winners and runners up know the outcome of the competition.

We keep the personal details of competition entrants for 2 years after the closing date. If you have volunteered for us, we destroy your information when you stop volunteering. Your data is held securely on our computer system which is regularly tested and will not leave the UK.

Who we share it with
We may want to publish your name and competition entry on our website or social media channels. If this is the case, we will ask for your consent to do this. 

We will not share you or your parent or careers details with anyone else unless you give us permission or there is a legal obligation for us to do so, such as where there is an immediate risk to your or anyone else’s safety. 

Your rights
You have a right to see a copy of your personal information. You also have a right to ask that we erase or delete your personal information or withdraw your consent for us having you personal information. You can ask to have incorrect information rectified and for us to not use or restrict the use of your information until this is done. You can do this by contacting us using the details above. 

If you are not happy with something we have done with your data please contact us so we can put things right. You can also complain to the Information Commissioners Office if you are not happy with something we have done with your data.

Who we are
We process personal information as a Police and Crime Team for West Yorkshire Combined Authority to improve accountability within West Yorkshire Police and ensure that West Yorkshire Police is combating issues important to our local community. West Yorkshire Combined Authority is a registered data controller under the Data Protection Act. Our Data Protection Officer can be contacted at: dpo.pc@westyorks-ca.gov.uk or by post at: Ploughland House, 62 George Street, Wakefield, WF1 1DL or by telephone on: 0113 348 1740.

Legally Qualified Chairs are the Data Controllers for the data which they hold in relation to the Police Misconduct Hearings and Police Appeals Tribunals.

Information used in relation to Police Misconduct Hearings and Police Appeals Tribunals.
Under the Police Appeals Tribunals Rules 2020 and Police Conduct Regulations 2020 the Police and Crime Team has responsibility to appoint and select on a fair and transparent basis and maintain a list of:

Legally Qualified Chairs for Police Misconduct Hearings (LQC)

Independent Members for Police Misconduct Hearings and Police Appeals Tribunals. (IM)

The also PCC holds information regarding West Yorkshire Police Officers subject to a Misconduct Hearings and Appeal Tribunals. This will include the name of the officer, disciplinary and conduct allegations about the officer and the outcome of the Misconduct Hearing/ Appeal Tribunal. The Mayor of West Yorkshire is also responsible for maintaining the record of Police Appeals Tribunals in West Yorkshire. 

The lawful basis for processing this information is by way of a ‘public task’.

What personal information we collect for: 
Legally Qualified Chairs & Independent Members

We process personal information in relation to:

• Name, address, email, telephone
• Education and employment details
• Information required for vetting purposes
• Bank details for payment 
  
  

Police Officers subject to Misconduct Hearing & Appeal Tribunal

• Name and Rank
• Offences and alleged offences
• Disciplinary and misconduct allegations
• Outcome of Misconduct Hearing or Appeal Tribunal

Why we collect this information
If you applied to be an Independent Member, we will process information provided by you in order to assess your suitability for appointment and, this includes information you provide for identity and vetting purposes.

We also process information provided by referees to support your application.

We process personal information generated during the recruitment process, including information about assessments, tests and exercises and shortlisting and interview assessments.

We will also process the personal information of Police Officers who are subject to a Misconduct Hearing or are the appellant at a Police Appeals Tribunal. This information is provided by the West Yorkshire Police Professional Standards Department or Legal Services and Professional Legal Advisor acting for the Police Officer.

Transfers to other countries
It may sometimes be necessary to transfer personal information overseas. When this is needed information is only shared within the European Economic Area (EEA). Any transfers made will be in full compliance with all aspects of the Data Protection Act.

Who we share it with
West Yorkshire Police process personal information relating to Independent Members on our behalf; to provide HR services, to pay expenses and to undertake vetting checks. 

Where you volunteer with us as an Independent Member for Police Misconduct Hearings and Police Appeals Tribunals then it will be necessary to share your details with West Yorkshire Police Professional Standards Department and the Legally Qualified Chair who oversees the proceedings. 

We operate the joint list of Independent Members for Police Misconduct and Police Appeal Panels on behalf of Police & Crime Commissioners from across the North East of England. Where you have provided consent for your name and contact details to be included  on the joint list, your name and contact details will be shared with Police & Crime Commissioner’s and Forces from across the North East who are participating in the joint list arrangements. 

For Police Appeals Tribunals documentation provided by either party will be shared with the other party to the appeal, the legally qualified Chair, and the other panel members including the Independent Member.

Your rights
Under the General Data Protection Regulation (GDPR) you have the right to:

• Be informed how we will use your data
• Request copies of your data
• Request that incorrect data is rectified
• In some circumstances have your data erased
• Object to us or ask us to restrict the processing of your data and
• In some circumstances where you have given us consent to use your data , you have the right to withdraw it at any time

For more information on how we use your data, to exercise any of your rights over your data or if you have a privacy concern please contact: dpo.pc@westyorks-ca.gov.uk

If you are not satisfied with our response to a concern you have raised, request to use your rights or if you believe we are using your data in a way which is an infringement of the GDPR you have a right to complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/ or by calling 0303 123 1113.