Privacy Notice for meeting recordings
The Police and Crime Commissioner complies with data protection law (including the General Data Protection Regulation and the Data Protection Act) and is a registered data controller (registration no.Z3653467). We are committed to keeping your personal information accurate and up to date. We will not keep your information longer than necessary.
This privacy notice explains how we use your personal information and the ways in which we protect your privacy. Personal information is any information which relates to an individual such as names, addresses, medical conditions, ethnicity, political opinions and criminal convictions.
This privacy notice applies to meetings that are recorded by the PCC to enable meeting participants to access a recording of the meeting where detailed minutes are not routinely taken. This may include the recording of audio, video and chat functions in MS Teams. Personal data in recordings would include images of you (ie your webcam footage), visible username, any opinions you contribute and things you say about yourself.
Meetings discussing individual Data Subjects in an identifiable way and meetings where participants have not been shown this privacy notice will not be recorded.
This notice may be reviewed from time to time. Please also refer to our main Privacy Notice on our website. https://www.hampshire-pcc.gov.uk/privacy-policy
Why do we process personal information?
The Police and Crime Commissioner is a public authority, established in legislation through the Police Reform and Social Responsibility Act 2011 (PRSRA). For the purposes of this notice, the term PCC is used to encompass the person elected as the PCC and any staff authorised to work for or on their behalf or under their direction and control (i.e. the Office of the Police and Crime Commissioner or “OPCC”). The PCC obtains, holds, uses and discloses personal information for two broad purposes:
- The remit and power of the PCC – which includes rendering assistance to the public in accordance with PCC policies and procedures; and any duty or responsibility of the PCC arising from common or statute law.
- The provision of services to support the remit of the PCC.
This privacy notice relates to point 1 above. The PCC has powers to bring together community safety and criminal justice partners, with mutual duties to co-operate and formulate and implement strategies across the police area [PRSRA, S10 and S88; and Schedule 11].
The PCC processes personal data through recordings of partnership meetings under the lawful basis of a public task – the use of your personal information is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller (the PCC).
Who do we share your personal information with?
The recording will be accessible to meeting participants only through MS Teams.
How do we handle your personal information?
We handle personal information in accordance with data protection law. Your personal information held on our systems is secure and is accessed by our staff, contractors working on our behalf in accordance with their contract when required to do so for a lawful purpose.
We will ensure that your personal information is handled fairly and lawfully with appropriate justification. We will only use your information for a lawful purpose.
How do we keep your personal information safe?
We take the security of all personal information under our control very seriously. We will comply with the relevant parts of the legislation relating to security. We will ensure that appropriate policy, training, technical and procedural measures are in place.
Your rights
We will respect your individual rights under the law. Please refer to our main Privacy Notice.
How long will you keep my personal information?
We will keep your personal information as long as is necessary for the particular purpose or purposes for which it is held. This is set out in our Records Retention and Disposal Policy. Meeting recordings will be kept until superseded by the next meeting held. We will regularly review it to ensure it is still required.
Contact Us
If you have any concerns about how we have handled your personal information you should contact our Data Protection Officer by opcc.dataprotection@hampshire.police.uk
If you want to raise a concern with the Supervisory Authority
If you have a concern about how we have used your personal information or you believe you have been adversely affected by our handling of your data you may wish to contact the Information Commissioner Office via their website https://ico.org.uk/
Last updated on 29 June 2022