Crime and intelligence - Police national computer policy (N06)

1. Summary of changes

1.1. This policy has been reviewed in April 2023 - no amendments to content have been made. 

2. What this policy is about

2.1. This policy explains how Kent Police will maintain an appropriate level of security with regards to accessing the Police National Computer (PNC). This policy should be read in conjunction with the national standard operating rules, codes of correction and the PNC manual. It complies with Kent Police’s information security policy. The policy is aimed at all operational officers and police staff who access the PNC within their roles.

3. Statement of policy

3.1. Kent Police is committed to the highest standards of data handling. All staff are required to observe the procedures in this document for the quality assurance and accuracy of PNC access, security, data entry and retention.

3.2 This policy and the associated standard operating procedures (SOP) aim to ensure that clear guiding principles and procedures are in place which describes organisational roles and subsequent responses to the management and use of PNC. All persons submitting data for inclusion on the PNC have a responsibility to ensure that such data is accurate, relevant and up-to-date. In addition all officers and staff have a responsibility for ensuring that the information extracted from PNC is kept secure, disposed of appropriately and is only shared with authorised partner agencies.

3.3 By adopting this policy for use, Kent Police will ensure compliance with the requirements of the Data Protection Act 2018 (DPA) as it relates to the relevant parts of the General Data Protection Regulation (GDPR), or the Law of Enforcement Directive (LED), Human Rights Act 1998 and the statutory requirements laid down by the PNC code of practice, PNC code of connection and the PNC User Manual.

4. Implications of the policy

4.1 Finance/staffing/training/other

4.1.1 All police officers and police staff who are required to make PNC enquiries or update PNC as part of their normal duties, and have access to a PNC terminal or approved mobile device, will be trained in accordance with the appropriate PNC training policy, commensurate to their role and responsibilities.

4.1.2 It is the responsibility of the staff member using a mobile device for access to PNC to ensure the location and surroundings are appropriate thereby ensuring the security and integrity of PNC data displayed.

4.1.3 The implementation of this policy does not have direct additional financial implications. The force must maintain the appropriate level of staffing to ensure compliance with the policy. 

4.2 Equality Impact Assessment (EIA)

4.2.1 An EIA has been carried out and shows the proposals in this policy would have no potential or actual differential impact on grounds of race, ethnicity, nationality, gender, transgender, disability, age, religion or belief or sexual orientation.

5. Monitoring and review

5.1 This policy will be regularly monitored and reviewed to ensure compliance. The next review will take place in April 2025.

6. Security

6.1. Kent Police have measures in place to protect the security of your data in accordance with our Information Management policy (Policy W1000 – Information Management).

7. Retention and disposal of records

7.1. Kent Police will hold data in accordance with our Records Review, Retention and Disposal policy (Policy W1012 – Records Review, Retention and Disposal).