Data Protection - Access to Personal Information
Introduction
The Data Protection Act 1998 works in two ways. It gives individuals certain rights. It also states that those who record and use personal information must be open about how the information is used and must follow the eight principles of 'good information handling'.
Principles
Anyone processing personal data must comply with the eight enforceable principles of good practice. The Act states that data must be:
- Processed fairly and lawfully
- Processed for limited purposes
- Adequate, relevant and not excessive
- Accurate and up-to-date
- Not kept longer than necessary
- Processed in accordance with the data subject's rights
- Secure
- Not transferred to countries outside European Economic Area without adequate protection.
Subject Access
The Subject Access provisions of the Data Protection Act 1998, gives you the right to apply for a copy of any personal data held about you. It does not provide the right to information about another person. Section 7 of the Data Protection Act 1998, states that a 'data subject' (the person to whom the personal data refers) is entitled, upon written request, to be informed whether or not personal data is held or processed about them.
PLEASE NOTE
Police forces do not issue documents such as "Certificates of Good Conduct" or "Police Clearance Certificates", nor do they provide other evidence of good character. However letters from either Bedfordshire Police (about information held on our local systems) or the National Identification Service (which deals with applications for information from the Police National Computer) will be accepted by visa and immigration authorities. You will either receive a letter stating that there is no known information in your name, or a copy of any information that is held about you.
Applying for Personal Information/Subject Access
Please note that this Certificate is processed entirely by the ACPO Criminal Records Office (ACRO). All submissions and enquiries relating to this process should be directed to ACRO, who can be contacted through the following routes:
Telephone: 0845 6013999 (during their office opening hours of 8:30-16:30, Monday to Friday)
E-mail: acro.policecertificates@acro.pnn.police.uk
Address: ACRO, PO Box 481, Fareham, PO14 9FS
Website: http://www.acpo.police.uk/certificates.asp
Please note that the instructions above relate to obtaining information for visas/emigration. If you want to obtain information for other reasons, or from different police information systems, please contact the Information Governance Unit.
Requests for information for employment purposes
The Bedfordshire Police does not provide PNC disclosures for employment vetting services. If you require a disclosure for employment purposes, please contact Disclosure Scotland on: 0870 609 6006 or via their website www.disclosurescotland.co.uk. The current procedure whereby companies require individuals to exercise their rights under Subject Access provisions at section 7 of the Data Protection Act 1998, as a form of vetting, has been considered to be unlawful for many years and is against the spirit of the legislation. When Section 56 of the Act is implemented, it will become a criminal offence for the employer to ask individuals, as a condition of employment, to go through this process.
If you are going to work as a paid employee or as a volunteer for an organisation and your work will bring you into contact with children or vulnerable adults and have been asked to apply for CRB check you must access the CRB website www.crb.gov.uk and follow their procedure.
If you want to obtain information for other reasons, or from different police information systems, please contact the Information Governance Unit.
By Post: Information Governance Unit, Bedfordshire Police HQ, Woburn Road, Kempston, Bedfordshire, MK43 9AX
By Telephone: 01234 842547 (Voicemail)
By E-mail: Dataprotection@Bedfordshire.police.uk
In Person (by weekday appointment only): at Bedfordshire Police HQ.
Subject Access Forms. Click here to download the form.
Please note that you cannot e-mail the completed subject access forms back to us as you need to:
- sign the form
- provide us with photocopies of proof of identity
- enclose the relevant fee (currently £10 sterling) Credit cards not accepted.
Once you have completed the form, you need to post it back to us.
If you have any questions about this process, please contact us on 01234 842547 or e-mail Dataprotection@bedfordshire.police.uk.
Please note that once we have received your completed application, fee and identification the request must be dealt with within 40 days.
How We Use Personal Information
This document explains how Bedfordshire Police obtains, holds, uses and discloses information about people (their personal data ), the steps we take to ensure that it is protected, and also describes the rights individuals have in regard to their personal data handled by Bedfordshire Police . Click here for further information
Freedom of Information
The purpose of the Freedom of Information Act is to give the public greater access to information about the workings of government and public bodies, of which the police service is one. The Freedom of Information Act 2000 (FOI) give two related rights:
- The right to be told whether the information exists, and
- The right to receive the information (Subject to exemptions)
The Individual Right of Access came into effect on lst January 2005. Public Authorities also have to adopt and maintain a publication Scheme. The Police Service scheme came effective on lst June 2003. If you require information under this Act please apply in writing to:
The Freedom of Information & Policy Unit
Bedfordshire Police,
Woburn Road,
Kempston, Bedford.
MK43 9AX
Or see our section of Freedom of Information for further information.
