Privacy Notice

North Wales Police and Crime Panel Privacy Notice 

This privacy notice applies to the processing of personal data by the North Wales Police   and Crime Panel. All data processing is conducted via the host authority (Conwy County Borough Council) which supports the operation of the Panel.   

The privacy notice covers:

Purpose for processing

• Purpose for processing
• Personal information collected and lawful basis
• Who we may share you information with
• How long we hold your information
• Your information rights. 

The Police and Crime Panel process personal information in order to perform  its statutory functions, including:    

• processing complaints against the Police and Crime Commissioner or Deputy
• holding the Police and Crime Commissioner to account for the performance of his statutory duties
• to respond to public enquiries and enable members of the public or others to participate in Panel meetings

Personal information collected and lawful basis    

The Panel processes personal information which is relevant to individual cases which may  include, but is not limited to, the following personal data:   

• Names
• Contact details (address, Telephone Number, Email address)
• Details of any complaint or issue that you wish to raise with the Panel
• Images and Audio recorded at meetings which are webcast 

We may also process some special category (sensitive) information, which is relevant to  individual cases.   

It applies to information about individuals:   

• Who make complaints about the Police and Crime Commissioner
• Who engage in correspondence with the Panel (including by email)
• Who attend Panel meetings   

The legal basis for processing this personal information is:   

• necessary for the Police and Crime Panel to comply with its statutory obligations under the Police Reform and Social Responsibility Act 2011, the Elected Local   Policing Bodies (Complaints and Misconduct) Regulations 2012 and the Local   Government Act 1972.   

The legal grounds for processing special category (sensitive) personal data is:   

• necessary for reasons of substantial public interest, specifically Statutory etc and Government purposes (DPA 2018 Sch1 para (6)) under the legislation referred to  above.   

Whom we may share your information with 

We may need to share the personal information you have given to us or we’ve collected  about you with partner organisations where relevant to the individual and/or their care  provision. These include but are not limited to:   

• Office of the Police and Crime Commissioner for North Wales
• Independent Office for Police Conduct
• Panel Members
• Conwy County Borough Council as host authority to the Panel. 

When a member of the public submits a question for inclusion on the formal agenda of a  Panel meeting, we will publish their name as part of the agenda for that meeting. That  information will be accessible worldwide via the internet.   

Webcasts of Police and Crime Panel meetings will also be accessible worldwide via the  internet.   

The Panel has a statutory duty to refer serious complaints to the Independent Office for  Police Conduct (IOPC). The Panel must also provide the IOPC with any information and  documents it requests.   

Information will only ever be shared when it is strictly necessary to help us provide effective  services and you may have the right to refuse.  We will not pass it onto any other parties  unless required to do so by law or in all reasonable circumstances the disclosure is fair and  warranted for the purposes of processing or subject to a data protection exemption.   

Sometimes the law requires that we may have to pass your details on to a third party, for  example, to prevent and/or detect crime.   

How long we will hold your information   

The standard record retention for complaints about the Police and Crime Commissioner  and/or the Deputy Police and Crime Commissioner is 6 years from closure of the complaint.    The formal agenda, minutes and papers of the proceedings of the Police and Crime Panel   are retained permanently.  Webcasts of meetings are available online for 6 months and a  copy of the webcast retained for a further period on YouTube.   

We will not keep your information longer than it is needed. In some instances, the law sets the length of time information has to be kept. We may keep your data longer if we need to retain it for legal, regulatory, or evidential or best practice reasons. We will dispose of all records in a secure way, whether they are on paper or electronic.  

Your information rights 

You are entitled to a copy, or a description, of the personal data we hold that relates to you subject to lawful restrictions.  You may be entitled to rectification, restriction, objection, and erasure of your personal information depending on the legal basis used for processing.   

To exercise any of these rights please contact: