We don't know whether the most recent response to this request contains information or not – if you are Rod Francis please sign in and let everyone know.

Record Retention Policy

We're waiting for Rod Francis to read recent responses and update the status.

Dear Nottinghamshire Police,

Priciple (e) of the General Data Protection Regulation (GDPR) states:
* You must not keep personal data for longer than you need it.
* You need to think about – and be able to justify – how long you keep personal data. This will depend on your purposes for holding the data.
* You need a policy setting standard retention periods wherever possible, to comply with documentation requirements.
* You should also periodically review the data you hold, and erase or anonymise it when you no longer need it.
* You must carefully consider any challenges to your retention of data. Individuals have a right to erasure if you no longer need the data.
* You can keep personal data for longer if you are only keeping it for public interest archiving, scientific or historical research, or statistical purposes.

The ico have also said: "To comply with documentation requirements, you need to establish and document standard retention periods for different categories of information you hold wherever possible."

------------------------------------------------------------------------------------------------------------------------

WIth the above in mind please can you confirm the following...
* What details regarding UNSUCCESSFUL applicants to join Nottinghamshire Police (as a police officer) are kept once the application is rejected? Please be specific.
* How long are these details kept? Please breakdown by type if different (eg: medical information XX years, references XX years, vetting information XX years etc.)
* What is the justification for retaining this data for the specified amount of time?

When submitting your response please consider ALL information relating to the above, this includes information on local and national databases (eg PND, vetting systems, HR systems etc).

Yours faithfully,

Rod Francis

Freedom of Information, Nottinghamshire Police

I acknowledge receipt of your e-mail, which has been received by the
Freedom of Information Section.

 

If your email is a request for information under the Freedom of
Information Act, your request will be dealt with within the legislative
deadline of 20 working days.  Should we be unable to meet this deadline
for any reason you will be notified as soon as possible.

 

If your request does not relate to Freedom of Information, your e-mail
will be forwarded to the relevant department and you will be notified
where this has been passed to.

 

If you require further information please contact 101 ext 800 2507.

 

You might find what you are looking for on our website:
[1]www.nottinghamshire.police.uk

 

If you have information about any crime, you can contact us on the
non-emergency number: 101.

 

In an emergency, for example where life is in danger or a crime in
progress, call 999.

 

Thank you

 

Freedom of Information

Nottinghamshire Police

 

Internet e-mail is not to be treated as a secure means of communication.
Nottinghamshire Police monitors all Internet e-mail activity and content. This
communication is intended for the addressee(s) only. Please notify the sender if
received in error. Unauthorised use or disclosure of the content may be
unlawful. There is no intent, by Nottinghamshire Police, that this e-mail should
constitute a legally binding document, nor do opinions expressed herein
necessarily represent official policy.

Find out about Nottinghamshire Police by visiting
[2]www.nottinghamshire.police.uk

References

Visible links
1. file:///tmp/outbind:/1-00000000B340E7AC503FD711AE1E00508BCF83A40700298055F18122D411ADB600508BCF83A4000009051F9F00003BDEFBEE8B15C941A8EF8C8EC4C8A01200000AEC66F90000/www.nottinghamshire.police.uk
2. http://www.nottinghamshire.police.uk/

Freedom of Information, Nottinghamshire Police

Due to the current volume of requests received by the Data Protection team
we are unable to respond to every email enquiry. Please see the below
information regarding frequently asked questions which may answer your
query.

 

 

Insurance Companies

 

If you are an insurance company and are wishing to request Police
information such as crime and incident reports, you will need to follow
the process as set out within the Memorandum of Understanding between ACPO
and the Association of British Insurers.

 

You will need to submit the appropriate Appendix D(b) form signed by your
insured along with the fee of £127.60 (made payable to Notts PCC) to the
following address:

 

Data Protection

Nottinghamshire Police Headquarters

Sherwood Lodge

Arnold

Nottingham

NG5 8PP

 

Request for disclosure under this process can take up to 30 calendar days.

 

If your query relates to a current application I’m afraid we do not
currently have the capacity to respond to such enquiries individually. A
response will be sent to you in due course. We apologise for any
inconvenience this may cause.

 

If your query relates to a road traffic collision then you will need to
redirect your request to the Accident Records Unit at the address above or
you can contact them by telephoning 101 and asking for Accident Records.

 

 

Subject Access

 

If you are an individual seeking access to information about yourself
which may be held on Police systems, then you will need to make a Subject
Access Request. This is a written request which will need to be submitted
to us along with 2 forms of identification. We do have a standardised form
which you can use for this purpose which can be downloaded from our
internet page by searching for “subject access form”. This form also
contains guidance on suitable documentation which can be used for
identification purposes. Subject access requests should be submitted to us
at the address listed above.

 

You should receive a reply within 1 month from the date the completed
application form is received by us, due to our current workload it is
unlikely that we will be able to meet any deadlines shorter than this. In
some circumstances we have the right to extend this period by an
additional 2 months if the request is excessive or complex. If your
request is subject to a deadline extension we will contact you to advise
you of this within 1 month of receipt of your request.

 

If you require a copy of your ‘Criminal record’ i.e. a record of what is
held about you on the Police National Computer; including a list of your
Convictions, Cautions Reprimands and Warnings, you will need to make an
application to the Criminal Records Office. Please see the below link for
further information which includes an option to make an online
application:

 

[1]https://www.acro.police.uk/subject_acces...

 

Applications for Police certificates for Visa applications or for records
deletion will also need to be directed to the Criminal Records Office and
not Nottinghamshire Police directly. Please see their website for further
details.

 

 

Legal Aid

 

If you require confirmation of information with regards to Domestic
Violence for the purposes of supporting a legal aid application then we do
have a standardised form which you will need to complete. We will
endeavour to respond to your request with the relevant form as soon as
possible.

 

 

Solicitors

 

 

If you are a Solicitor or legal representative acting on behalf of an
individual in relation to civil proceedings and you wish to request
information held by Nottinghamshire Police, you will need to follow the
below process:

 

•You will need to make a written application to us detailing what
information is required and for what specific and lawful purpose.

•You will need to include your client’s explicit written consent for you
to act and receive information on their behalf from Nottinghamshire
Police. You will also need to include some form of identification for your
client.

•A research fee of £89.70 will need to be included (cheques made payable
to Notts PCC).  For this fee we will provide a research list of available
records in our possession which relate to your request. You can then apply
for copies of these records upon payment of further relevant fees which
will be detailed.

 

We aim to process such requests in 20 working days of receipt.

 

If your query relates to a road traffic collision then you will need to
redirect your request to the Accident Records Unit at the address above or
you can contact them by telephoning 101 and asking for Accident Records.

 

 

Court Orders

 

Court orders for Child Care Proceedings should be sent to us as normal.

 

Court Orders for Private or Family proceedings should be sent to us at the
address above. Please note that information disclosure in respect of
Private or Family proceedings require the research fee of £89.70 to be
submitted with the Order (cheques made payable to Notts PCC). For this fee
we will provide a research list of available records in our possession
which relate to your request. You can then apply for copies of these
records upon payment of further relevant fees which will be detailed.
Orders for Private or Family proceedings which are not accompanied by the
relevant fee will be rejected unless the Order identifies a specific risk
of harm to a child concerned in the proceedings.

 

 

Requests for information from Regulatory Bodies such as the GMC,HCPC,
OFSTED or NCTL

 

You will need to follow the same process listed above in relation to
requests from Solicitors or legal representatives.

 

Unfortunately we do not currently have the resources to be able to respond
to each email enquiry individually, therefore, if your query can be
answered using the information provided above, you should recall your
message.

 

We will endeavour to answer all other enquiries as soon as possible.
Please assist us by being patient during this time, we will get to your
request quicker if you refrain from submitting frequent follow up
correspondence.

 

 

We apologise for any inconvenience this may cause.

 

 

 

 

Internet e-mail is not to be treated as a secure means of communication.
Nottinghamshire Police monitors all Internet e-mail activity and content. This
communication is intended for the addressee(s) only. Please notify the sender if
received in error. Unauthorised use or disclosure of the content may be
unlawful. There is no intent, by Nottinghamshire Police, that this e-mail should
constitute a legally binding document, nor do opinions expressed herein
necessarily represent official policy.

Find out about Nottinghamshire Police by visiting
[2]www.nottinghamshire.police.uk

References

Visible links
1. https://www.acro.police.uk/subject_acces...
2. http://www.nottinghamshire.police.uk/

Freedom of Information, Nottinghamshire Police

Good morning

Thank you for your email.

Your request has been received and your reference is 2814/19.

Kind regards,

Caprice Eustace
Administration Assistant

Information Management Department
Sherwood Lodge
Arnold
Nottingham
NG5 8PP
0115 9670999 ext 318 0888

show quoted sections

Dear Freedom of Information,

This request is now beyond the deadline, please advise when it will be completed and conduct an internal review as to why a response has not yet been provided.

Yours sincerely,

Rod Francis

Freedom of Information, Nottinghamshire Police

I acknowledge receipt of your e-mail, which has been received by the
Freedom of Information Section.

 

If your email is a request for information under the Freedom of
Information Act, your request will be dealt with within the legislative
deadline of 20 working days.  Should we be unable to meet this deadline
for any reason you will be notified as soon as possible.

 

If your request does not relate to Freedom of Information, your e-mail
will be forwarded to the relevant department and you will be notified
where this has been passed to.

 

If you require further information please contact 101 ext 800 2507.

 

You might find what you are looking for on our website:
[1]www.nottinghamshire.police.uk

 

If you have information about any crime, you can contact us on the
non-emergency number: 101.

 

In an emergency, for example where life is in danger or a crime in
progress, call 999.

 

Thank you

 

Freedom of Information

Nottinghamshire Police

 

Internet e-mail is not to be treated as a secure means of communication.
Nottinghamshire Police monitors all Internet e-mail activity and content. This
communication is intended for the addressee(s) only. Please notify the sender if
received in error. Unauthorised use or disclosure of the content may be
unlawful. There is no intent, by Nottinghamshire Police, that this e-mail should
constitute a legally binding document, nor do opinions expressed herein
necessarily represent official policy.

Find out about Nottinghamshire Police by visiting
[2]www.nottinghamshire.police.uk

References

Visible links
1. file:///tmp/outbind:/1-00000000B340E7AC503FD711AE1E00508BCF83A40700298055F18122D411ADB600508BCF83A4000009051F9F00003BDEFBEE8B15C941A8EF8C8EC4C8A01200000AEC66F90000/www.nottinghamshire.police.uk
2. http://www.nottinghamshire.police.uk/

Freedom of Information, Nottinghamshire Police

Due to the current volume of requests received by the Data Protection team
we are unable to respond to every email enquiry. Please see the below
information regarding frequently asked questions which may answer your
query.

 

 

Insurance Companies

 

If you are an insurance company and are wishing to request Police
information such as crime and incident reports, you will need to follow
the process as set out within the Memorandum of Understanding between ACPO
and the Association of British Insurers.

 

You will need to submit the appropriate Appendix D(b) form signed by your
insured along with the fee of £127.60 (made payable to Notts PCC) to the
following address:

 

Data Protection

Nottinghamshire Police Headquarters

Sherwood Lodge

Arnold

Nottingham

NG5 8PP

 

Request for disclosure under this process can take up to 30 calendar days.

 

If your query relates to a current application I’m afraid we do not
currently have the capacity to respond to such enquiries individually. A
response will be sent to you in due course. We apologise for any
inconvenience this may cause.

 

If your query relates to a road traffic collision then you will need to
redirect your request to the Accident Records Unit at the address above or
you can contact them by telephoning 101 and asking for Accident Records.

 

 

Subject Access

 

If you are an individual seeking access to information about yourself
which may be held on Police systems, then you will need to make a Subject
Access Request. This is a written request which will need to be submitted
to us along with 2 forms of identification. We do have a standardised form
which you can use for this purpose which can be downloaded from our
internet page by searching for “subject access form”. This form also
contains guidance on suitable documentation which can be used for
identification purposes. Subject access requests should be submitted to us
at the address listed above.

 

You should receive a reply within 1 month from the date the completed
application form is received by us, due to our current workload it is
unlikely that we will be able to meet any deadlines shorter than this. In
some circumstances we have the right to extend this period by an
additional 2 months if the request is excessive or complex. If your
request is subject to a deadline extension we will contact you to advise
you of this within 1 month of receipt of your request.

 

If you require a copy of your ‘Criminal record’ i.e. a record of what is
held about you on the Police National Computer; including a list of your
Convictions, Cautions Reprimands and Warnings, you will need to make an
application to the Criminal Records Office. Please see the below link for
further information which includes an option to make an online
application:

 

[1]https://www.acro.police.uk/subject_acces...

 

Applications for Police certificates for Visa applications or for records
deletion will also need to be directed to the Criminal Records Office and
not Nottinghamshire Police directly. Please see their website for further
details.

 

 

Legal Aid

 

If you require confirmation of information with regards to Domestic
Violence for the purposes of supporting a legal aid application then we do
have a standardised form which you will need to complete. We will
endeavour to respond to your request with the relevant form as soon as
possible.

 

 

Solicitors

 

 

If you are a Solicitor or legal representative acting on behalf of an
individual in relation to civil proceedings and you wish to request
information held by Nottinghamshire Police, you will need to follow the
below process:

 

•You will need to make a written application to us detailing what
information is required and for what specific and lawful purpose.

•You will need to include your client’s explicit written consent for you
to act and receive information on their behalf from Nottinghamshire
Police. You will also need to include some form of identification for your
client.

•A research fee of £89.70 will need to be included (cheques made payable
to Notts PCC).  For this fee we will provide a research list of available
records in our possession which relate to your request. You can then apply
for copies of these records upon payment of further relevant fees which
will be detailed.

 

We aim to process such requests in 20 working days of receipt.

 

If your query relates to a road traffic collision then you will need to
redirect your request to the Accident Records Unit at the address above or
you can contact them by telephoning 101 and asking for Accident Records.

 

 

Court Orders

 

Court orders for Child Care Proceedings should be sent to us as normal.

 

Court Orders for Private or Family proceedings should be sent to us at the
address above. Please note that information disclosure in respect of
Private or Family proceedings require the research fee of £89.70 to be
submitted with the Order (cheques made payable to Notts PCC). For this fee
we will provide a research list of available records in our possession
which relate to your request. You can then apply for copies of these
records upon payment of further relevant fees which will be detailed.
Orders for Private or Family proceedings which are not accompanied by the
relevant fee will be rejected unless the Order identifies a specific risk
of harm to a child concerned in the proceedings.

 

 

Requests for information from Regulatory Bodies such as the GMC,HCPC,
OFSTED or NCTL

 

You will need to follow the same process listed above in relation to
requests from Solicitors or legal representatives.

 

Unfortunately we do not currently have the resources to be able to respond
to each email enquiry individually, therefore, if your query can be
answered using the information provided above, you should recall your
message.

 

We will endeavour to answer all other enquiries as soon as possible.
Please assist us by being patient during this time, we will get to your
request quicker if you refrain from submitting frequent follow up
correspondence.

 

 

We apologise for any inconvenience this may cause.

 

 

 

 

Internet e-mail is not to be treated as a secure means of communication.
Nottinghamshire Police monitors all Internet e-mail activity and content. This
communication is intended for the addressee(s) only. Please notify the sender if
received in error. Unauthorised use or disclosure of the content may be
unlawful. There is no intent, by Nottinghamshire Police, that this e-mail should
constitute a legally binding document, nor do opinions expressed herein
necessarily represent official policy.

Find out about Nottinghamshire Police by visiting
[2]www.nottinghamshire.police.uk

References

Visible links
1. https://www.acro.police.uk/subject_acces...
2. http://www.nottinghamshire.police.uk/

Freedom of Information, Nottinghamshire Police

Good afternoon

Thank you for your email.

We can confirm your request for an internal review has been received and your reference for this request is 3824/19.

You will receive a response from our department in relation to this shortly.

Kind regards,

Caprice Eustace
Administration Assistant

Information Management Department
Sherwood Lodge
Arnold
Nottingham
NG5 8PP
0115 9670999 ext 318 0888

show quoted sections

Freedom of Information, Nottinghamshire Police

2 Attachments

Dear Mr Francis

 

Please find attached our response to your Freedom of Information request
made to Nottinghamshire Police and details of your right to appeal.

 

Please accept my apologies for the delay in providing this response and
any inconvenience this may have caused.

 

Kind regards,

 

Lehan Fielding   |   Senior Disclosure & FOI Officer

 

[1]sig1

( 101 EXT 310 7194 | Ext 318 0888

* [email address]

 

 

Internet e-mail is not to be treated as a secure means of communication.
Nottinghamshire Police monitors all Internet e-mail activity and content. This
communication is intended for the addressee(s) only. Please notify the sender if
received in error. Unauthorised use or disclosure of the content may be
unlawful. There is no intent, by Nottinghamshire Police, that this e-mail should
constitute a legally binding document, nor do opinions expressed herein
necessarily represent official policy.

Find out about Nottinghamshire Police by visiting
[2]www.nottinghamshire.police.uk

References

Visible links
2. http://www.nottinghamshire.police.uk/

Dear Freedom of Information,

Thank you for the reply, late as it is, however I am sceptical that it ansers my request in full.

To reiterate, here is my request...

*** What details regarding UNSUCCESSFUL applicants to join Nottinghamshire Police (as a police officer) are kept once the application is rejected? Please be specific. ***

You have failed to specify what (if any) details are kept about an applicant after their application is terminated. If the answer is that no information is kept please provide this as a response. Please ensure you understand that any information which is kept in some form is the basis for this request. For example i have already ascertained that unsuccessful applicants who failed due to vetting have a flagstone marker placed on the pnd against their name, this is considered personal information under the dpa - you have failed to mention this at all nor give any timescales for how long it is kept. I am concerned that other ‘snippets’ of information are kept on various force systems but these have also not been disclosed for example in this case would the vetting details also retained on force vetting systems?

*** How long are these details kept? Please breakdown by type if different (eg: medical information XX years, references XX years, vetting information XX years etc.) ***

From your response i can ascertain that hr destroys all records of any applicant after 12 months however applicant details pass to other departments as part of the process, vetting, occupational health etc. You response does not make it clear whether any records are kept by departments other than hr nor how long they are kept for if so. As above i at the very least know about pnd markers, you have provided any information as to how long this marker stays on the pnd or what the timescale for removal is. It raises the question of whether other information (again if we use vetting as an example) is retained longer than 12 months on other force systems such as psd.

*** What is the justification for retaining this data for the specified amount of time? ***

You have failed to accurately or comprehensively reply to the question about timescales but even with the single timescale you have provided you have failed to provide the rationale for retaining said information for that length of time (against say 6 months, or 24 months) and as i made clear in my original request the dpa and gdpr put the onus on you as the data controller to make sure you have a clear rationale for what you keep, how long you keep it and why you keep it.

*** When submitting your response please consider ALL information relating to the above, this includes information on local and national databases (eg PND, vetting systems, HR systems etc). ***

Your initial response is lacking in any detail or substance. You have also failed to provide your force’s documented record retention schedule (assuming such exists) or any documentation the force relies on when making decisions regarding the above (force policy, moi, senior officer briefings etc).

It feels that given your self-admitted inability to cope with the workload in line with the act that the quickest and easiest answer to my request was saught which failed to deal with the information actually requested. With the above in mind please can you supply the information as initially requested and also conduct an internal review considering not the tardiness of your reply but why it failed to accurately or substantively answer my request for information.

Yours sincerely,

Rod Francis

Freedom of Information, Nottinghamshire Police

I acknowledge receipt of your e-mail, which has been received by the
Freedom of Information Section.

 

If your email is a request for information under the Freedom of
Information Act, your request will be dealt with within the legislative
deadline of 20 working days.  Should we be unable to meet this deadline
for any reason you will be notified as soon as possible.

 

If your request does not relate to Freedom of Information, your e-mail
will be forwarded to the relevant department and you will be notified
where this has been passed to.

 

If you require further information please contact 101 ext 800 2507.

 

You might find what you are looking for on our website:
[1]www.nottinghamshire.police.uk

 

If you have information about any crime, you can contact us on the
non-emergency number: 101.

 

In an emergency, for example where life is in danger or a crime in
progress, call 999.

 

Thank you

 

Freedom of Information

Nottinghamshire Police

 

Internet e-mail is not to be treated as a secure means of communication.
Nottinghamshire Police monitors all Internet e-mail activity and content. This
communication is intended for the addressee(s) only. Please notify the sender if
received in error. Unauthorised use or disclosure of the content may be
unlawful. There is no intent, by Nottinghamshire Police, that this e-mail should
constitute a legally binding document, nor do opinions expressed herein
necessarily represent official policy.

Find out about Nottinghamshire Police by visiting
[2]www.nottinghamshire.police.uk

References

Visible links
1. file:///tmp/outbind:/1-00000000B340E7AC503FD711AE1E00508BCF83A40700298055F18122D411ADB600508BCF83A4000009051F9F00003BDEFBEE8B15C941A8EF8C8EC4C8A01200000AEC66F90000/www.nottinghamshire.police.uk
2. http://www.nottinghamshire.police.uk/

Freedom of Information, Nottinghamshire Police

Due to the current volume of requests received by the Data Protection team
we are unable to respond to every email enquiry. Please see the below
information regarding frequently asked questions which may answer your
query.

 

 

Insurance Companies

 

If you are an insurance company and are wishing to request Police
information such as crime and incident reports, you will need to follow
the process as set out within the Memorandum of Understanding between ACPO
and the Association of British Insurers.

 

You will need to submit the appropriate Appendix D(b) form signed by your
insured along with the fee of £127.60 (made payable to Notts PCC) to the
following address:

 

Data Protection

Nottinghamshire Police Headquarters

Sherwood Lodge

Arnold

Nottingham

NG5 8PP

 

Request for disclosure under this process can take up to 30 calendar days.

 

If your query relates to a current application I’m afraid we do not
currently have the capacity to respond to such enquiries individually. A
response will be sent to you in due course. We apologise for any
inconvenience this may cause.

 

If your query relates to a road traffic collision then you will need to
redirect your request to the Accident Records Unit at the address above or
you can contact them by telephoning 101 and asking for Accident Records.

 

 

Subject Access

 

If you are an individual seeking access to information about yourself
which may be held on Police systems, then you will need to make a Subject
Access Request. This is a written request which will need to be submitted
to us along with 2 forms of identification. We do have a standardised form
which you can use for this purpose which can be downloaded from our
internet page by searching for “subject access form”. This form also
contains guidance on suitable documentation which can be used for
identification purposes. Subject access requests should be submitted to us
at the address listed above.

 

You should receive a reply within 1 month from the date the completed
application form is received by us, due to our current workload it is
unlikely that we will be able to meet any deadlines shorter than this. In
some circumstances we have the right to extend this period by an
additional 2 months if the request is excessive or complex. If your
request is subject to a deadline extension we will contact you to advise
you of this within 1 month of receipt of your request.

 

If you require a copy of your ‘Criminal record’ i.e. a record of what is
held about you on the Police National Computer; including a list of your
Convictions, Cautions Reprimands and Warnings, you will need to make an
application to the Criminal Records Office. Please see the below link for
further information which includes an option to make an online
application:

 

[1]https://www.acro.police.uk/subject_acces...

 

Applications for Police certificates for Visa applications or for records
deletion will also need to be directed to the Criminal Records Office and
not Nottinghamshire Police directly. Please see their website for further
details.

 

 

Legal Aid

 

If you require confirmation of information with regards to Domestic
Violence for the purposes of supporting a legal aid application then we do
have a standardised form which you will need to complete. We will
endeavour to respond to your request with the relevant form as soon as
possible.

 

 

Solicitors

 

 

If you are a Solicitor or legal representative acting on behalf of an
individual in relation to civil proceedings and you wish to request
information held by Nottinghamshire Police, you will need to follow the
below process:

 

•You will need to make a written application to us detailing what
information is required and for what specific and lawful purpose.

•You will need to include your client’s explicit written consent for you
to act and receive information on their behalf from Nottinghamshire
Police. You will also need to include some form of identification for your
client.

•A research fee of £89.70 will need to be included (cheques made payable
to Notts PCC).  For this fee we will provide a research list of available
records in our possession which relate to your request. You can then apply
for copies of these records upon payment of further relevant fees which
will be detailed.

 

We aim to process such requests in 20 working days of receipt.

 

If your query relates to a road traffic collision then you will need to
redirect your request to the Accident Records Unit at the address above or
you can contact them by telephoning 101 and asking for Accident Records.

 

 

Court Orders

 

Court orders for Child Care Proceedings should be sent to us as normal.

 

Court Orders for Private or Family proceedings should be sent to us at the
address above. Please note that information disclosure in respect of
Private or Family proceedings require the research fee of £89.70 to be
submitted with the Order (cheques made payable to Notts PCC). For this fee
we will provide a research list of available records in our possession
which relate to your request. You can then apply for copies of these
records upon payment of further relevant fees which will be detailed.
Orders for Private or Family proceedings which are not accompanied by the
relevant fee will be rejected unless the Order identifies a specific risk
of harm to a child concerned in the proceedings.

 

 

Requests for information from Regulatory Bodies such as the GMC,HCPC,
OFSTED or NCTL

 

You will need to follow the same process listed above in relation to
requests from Solicitors or legal representatives.

 

Unfortunately we do not currently have the resources to be able to respond
to each email enquiry individually, therefore, if your query can be
answered using the information provided above, you should recall your
message.

 

We will endeavour to answer all other enquiries as soon as possible.
Please assist us by being patient during this time, we will get to your
request quicker if you refrain from submitting frequent follow up
correspondence.

 

 

We apologise for any inconvenience this may cause.

 

 

 

 

Internet e-mail is not to be treated as a secure means of communication.
Nottinghamshire Police monitors all Internet e-mail activity and content. This
communication is intended for the addressee(s) only. Please notify the sender if
received in error. Unauthorised use or disclosure of the content may be
unlawful. There is no intent, by Nottinghamshire Police, that this e-mail should
constitute a legally binding document, nor do opinions expressed herein
necessarily represent official policy.

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Freedom of Information, Nottinghamshire Police

Good afternoon

We can confirm your request for an internal review has been received and your reference for this request is 3970/19.

You will receive a response from our department in relation to this shortly.

Kind regards,

Caprice Eustace
Administration Assistant

Information Management Department
Sherwood Lodge
Arnold
Nottingham
NG5 8PP
0115 9670999 ext 318 0888

show quoted sections

Freedom of Information, Nottinghamshire Police

2 Attachments

Dear Mr Francis

 

Please find attached response in respect of your request for internal
review.

 

Kind regards,

 

 

Lehan Fielding (AMBCS)   |   Senior Disclosure & FOI Officer

 

[1]sig1

( 101 EXT 310 7194 | Ext 318 0888

* [email address]

 

 

Internet e-mail is not to be treated as a secure means of communication.
Nottinghamshire Police monitors all Internet e-mail activity and content. This
communication is intended for the addressee(s) only. Please notify the sender if
received in error. Unauthorised use or disclosure of the content may be
unlawful. There is no intent, by Nottinghamshire Police, that this e-mail should
constitute a legally binding document, nor do opinions expressed herein
necessarily represent official policy.

Find out about Nottinghamshire Police by visiting
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Dear Freedom of Information,

Thank you for your response, as I explained in my rebuttle to your original reply I know for a fact that a candidate's name is retained and recorded on the PND.

From what you have said in your review findings it appears that your policies do not include this (and possibly other areas where information is kept) however I find it difficult to understand how as an organisation information can be retained (name on the PND) without a RECORDED direction to do so?

My expectation is that the original FOI request resulted in only a cursory search of top line documents relating to record retention for applicants and failed to include a check of other documents, for example: training documents for recruitment/vetting staff on actions to be taken (which may include a direction to add a name to the PND), emails to training staff as above, vetting procedure policy etc etc.

In light of your failure to disclose any recorded information which would explain how/when/why a name is retained on the PND following unsuccessful application nor any recorded policy for how long that information should be kept as may be required by GDPR regulations I would like to submit a request which is narrower in scope which will hopefully assist you in retreiving the correct documents.

NEW FOI REQUEST

When an applicant to Nottinghamshire Police is unsuccessful, that failure and their personal information (as defined by GDPR) ie: name, is recorded on the PND.

I would appreciate it if under your duty per Section 16 of the FOIA you could "provide advice and assistance, so far as it would be reasonable to expect the authority to do so" by explaining how a candidate's name gets onto the PND in the absence of any written policy or instruction to do so (as implied by your initial response).

If such information DOES exist please tell me:
+ Who is responsible for uploading this information?
+ How long does this information stay on the PND?
+ When is this information reviewed for relevance as per GDPR and considered for removal?

I would also ask that if such recorded information comes to light an explanation is given as to why it was not disclosed during the initial request.

Yours sincerely,

Rod Francis

Freedom of Information, Nottinghamshire Police

I acknowledge receipt of your e-mail, which has been received by the
Freedom of Information Section.

 

If your email is a request for information under the Freedom of
Information Act, your request will be dealt with within the legislative
deadline of 20 working days.  Should we be unable to meet this deadline
for any reason you will be notified as soon as possible.

 

If your request does not relate to Freedom of Information, your e-mail
will be forwarded to the relevant department and you will be notified
where this has been passed to.

 

If you require further information please contact 101 ext 800 2507.

 

You might find what you are looking for on our website:
[1]www.nottinghamshire.police.uk

 

If you have information about any crime, you can contact us on the
non-emergency number: 101.

 

In an emergency, for example where life is in danger or a crime in
progress, call 999.

 

Thank you

 

Freedom of Information

Nottinghamshire Police

 

Internet e-mail is not to be treated as a secure means of communication.
Nottinghamshire Police monitors all Internet e-mail activity and content. This
communication is intended for the addressee(s) only. Please notify the sender if
received in error. Unauthorised use or disclosure of the content may be
unlawful. There is no intent, by Nottinghamshire Police, that this e-mail should
constitute a legally binding document, nor do opinions expressed herein
necessarily represent official policy.

Find out about Nottinghamshire Police by visiting
[2]www.nottinghamshire.police.uk

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Freedom of Information, Nottinghamshire Police

Due to the current volume of requests received by the Data Protection team
we are unable to respond to every email enquiry. Please see the below
information regarding frequently asked questions which may answer your
query.

 

 

Insurance Companies

 

If you are an insurance company and are wishing to request Police
information such as crime and incident reports, you will need to follow
the process as set out within the Memorandum of Understanding between ACPO
and the Association of British Insurers.

 

You will need to submit the appropriate Appendix D(b) form signed by your
insured along with the fee of £127.60 (made payable to Notts PCC) to the
following address:

 

Data Protection

Nottinghamshire Police Headquarters

Sherwood Lodge

Arnold

Nottingham

NG5 8PP

 

Request for disclosure under this process can take up to 30 calendar days.

 

If your query relates to a current application I’m afraid we do not
currently have the capacity to respond to such enquiries individually. A
response will be sent to you in due course. We apologise for any
inconvenience this may cause.

 

If your query relates to a road traffic collision then you will need to
redirect your request to the Accident Records Unit at the address above or
you can contact them by telephoning 101 and asking for Accident Records.

 

 

Subject Access

 

If you are an individual seeking access to information about yourself
which may be held on Police systems, then you will need to make a Subject
Access Request. This is a written request which will need to be submitted
to us along with 2 forms of identification. We do have a standardised form
which you can use for this purpose which can be downloaded from our
internet page by searching for “subject access form”. This form also
contains guidance on suitable documentation which can be used for
identification purposes. Subject access requests should be submitted to us
at the address listed above.

 

You should receive a reply within 1 month from the date the completed
application form is received by us, due to our current workload it is
unlikely that we will be able to meet any deadlines shorter than this. In
some circumstances we have the right to extend this period by an
additional 2 months if the request is excessive or complex. If your
request is subject to a deadline extension we will contact you to advise
you of this within 1 month of receipt of your request.

 

If you require a copy of your ‘Criminal record’ i.e. a record of what is
held about you on the Police National Computer; including a list of your
Convictions, Cautions Reprimands and Warnings, you will need to make an
application to the Criminal Records Office. Please see the below link for
further information which includes an option to make an online
application:

 

[1]https://www.acro.police.uk/subject_acces...

 

Applications for Police certificates for Visa applications or for records
deletion will also need to be directed to the Criminal Records Office and
not Nottinghamshire Police directly. Please see their website for further
details.

 

 

Legal Aid

 

If you require confirmation of information with regards to Domestic
Violence for the purposes of supporting a legal aid application then we do
have a standardised form which you will need to complete. We will
endeavour to respond to your request with the relevant form as soon as
possible.

 

 

Solicitors

 

 

If you are a Solicitor or legal representative acting on behalf of an
individual in relation to civil proceedings and you wish to request
information held by Nottinghamshire Police, you will need to follow the
below process:

 

•You will need to make a written application to us detailing what
information is required and for what specific and lawful purpose.

•You will need to include your client’s explicit written consent for you
to act and receive information on their behalf from Nottinghamshire
Police. You will also need to include some form of identification for your
client.

•A research fee of £89.70 will need to be included (cheques made payable
to Notts PCC).  For this fee we will provide a research list of available
records in our possession which relate to your request. You can then apply
for copies of these records upon payment of further relevant fees which
will be detailed.

 

We aim to process such requests in 20 working days of receipt.

 

If your query relates to a road traffic collision then you will need to
redirect your request to the Accident Records Unit at the address above or
you can contact them by telephoning 101 and asking for Accident Records.

 

 

Court Orders

 

Court orders for Child Care Proceedings should be sent to us as normal.

 

Court Orders for Private or Family proceedings should be sent to us at the
address above. Please note that information disclosure in respect of
Private or Family proceedings require the research fee of £89.70 to be
submitted with the Order (cheques made payable to Notts PCC). For this fee
we will provide a research list of available records in our possession
which relate to your request. You can then apply for copies of these
records upon payment of further relevant fees which will be detailed.
Orders for Private or Family proceedings which are not accompanied by the
relevant fee will be rejected unless the Order identifies a specific risk
of harm to a child concerned in the proceedings.

 

 

Requests for information from Regulatory Bodies such as the GMC,HCPC,
OFSTED or NCTL

 

You will need to follow the same process listed above in relation to
requests from Solicitors or legal representatives.

 

Unfortunately we do not currently have the resources to be able to respond
to each email enquiry individually, therefore, if your query can be
answered using the information provided above, you should recall your
message.

 

We will endeavour to answer all other enquiries as soon as possible.
Please assist us by being patient during this time, we will get to your
request quicker if you refrain from submitting frequent follow up
correspondence.

 

 

We apologise for any inconvenience this may cause.

 

 

 

 

Internet e-mail is not to be treated as a secure means of communication.
Nottinghamshire Police monitors all Internet e-mail activity and content. This
communication is intended for the addressee(s) only. Please notify the sender if
received in error. Unauthorised use or disclosure of the content may be
unlawful. There is no intent, by Nottinghamshire Police, that this e-mail should
constitute a legally binding document, nor do opinions expressed herein
necessarily represent official policy.

Find out about Nottinghamshire Police by visiting
[2]www.nottinghamshire.police.uk

References

Visible links
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