Aim

To facilitate the lawful exchange of information in order to comply with the statutory duty on chief police officers to safeguard children. This is a multi-agency procedure to identify and provide appropriate early intervention support to a child who has been involved in an incident that present a safeguarding concern to that child.

Introduction

This specific privacy notice has been created to make it easier for you to understand what personal data Kent Police processes about you, how and why it will be used in connection with Opration Encompass Plus. It is a requirement of the General Data Protection Regulation (GDPR).

It is subordinate to, and should be read in conjunction with, the force's high-level privacy notice.

The high-level privacy notice provides you with complete details of the rights you have relating to the personal data we hold about you now and any personal data we might collect about you in the future.

If you require this specific privacy notice in Braille or in another language please contact the force’s data protection officer.

Privacy information

Who is the Controller (the person who determines the purpose and means by which your personal data is processed) and what are their contact details?

The Controller is:
Chief Constable of Kent Police
Kent Police Headquarters
Sutton Road
Maidstone
Kent
ME15 9BZ

DPA Article 13(1)(a) and Article 14(1)(a)

What are the contact details of Kent Police’s Data Protection Officer?

Data Protection Officer
Information Management
Kent Police
Coldharbour
London Road
Aylesford
ME20 7SL
Email: [email protected]

DPA Article 13(1)(b) and Article 14(1)(b)

For what purpose(s) is my personal data intended to be processed by Kent Police?

To share safeguarding information with nominated key adults where it is identified that a child or young person (CYP) has been subject to or exposed to an incident that impacts on their well-being in respect of:

  • physical and mental health and emotional well-being
  • protection from harm and neglect
  • education, training and recreation
  • the contribution made by them to society; and
  • social and economic well-being.

The sharing of this information will allow key adults to carry out an assessment of the needs of that child during the school day to determine what, if any, early intervention support is required to be put in place. The support that may be provided by the key adult can be overt or silent.

DPA Article 13(1)(c)

What personal data of mine will be processed by Kent Police?

The police will share the following personal data:

  • the fact that the police were called to / investigating an incident involving a child or a child was present, witnessed, or exposed to high harm
  • the police reference number
  • the time and date of the event
  • circumstances surrounding the incident
  • the names and dates of birth of any child from that school who was present, witnessed or was involved in the incident when it took place; and
  • any other relevant safeguarding information that may assist the school in providing early intervention support to the child being referred
  • information will be shared via secure email (workaround exists where secure email is not available) to the schools designated Operation Encompass account monitored by key adults

What is Kent Police’s legal basis for processing my personal data?

The lawful basis for sharing is that it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority (Article 6(e) GDPR). The processing is strictly necessary and applies to safeguarding children and individuals at risk and is in the substantial public interest for the purpose of safeguarding children (DPA 2018, Sch.1, Part 2, S.18).

DPA Article 13(1)(c) and Article 14(1)(c)

If my personal data is obtained by Kent Police from someone else what are the categories of personal data collected?

Refer to the our overarching privacy notice – What types of persona data do we process.

DPA Article 14(1)(d)

Who will my personal data be disclosed to by Kent Police?

Relevant school, within the pan-Kent local authorities (Kent County Council, Medway Council).

DPA Article 13(1)(e)

Does Kent Police intend to transfer my personal data out of the UK or to an international organisation?

No.

DPA Article 13(1)(f) and Article 14(1)(f)

If Kent Police intends to transfer my personal data out of the UK or to an international organisation what safeguards are there to protect my personal data?

Not applicable.

DPA Article 13(1)(f) and Article 14(1)(f)

How long will my personal data be retained by Kent Police?

The referral form, and source personal data, will be held in accordance with Kent Police policies and procedures.

Records arising from the investigation of and the management of initiatives aimed at assisting victims are retained for a minimum of date of creation plus six years. Where there is a domestic abuse element records are kept for a minimum of date of creation plus ten years. (Reference to: Criminal Procedure and Investigations Act 1986).

DPA Article 13(2)(a) and Article 14(2)(a)

What are my rights under the GDPR?

You have the following rights under the GDPR:

  • right to be informed
  • right of access
  • right of erasure
  • right to restriction of processing
  • right to data portability
  • right to object
  • right not to be subject of automated decision-making

Full details of those rights and how to exercise them can be found in Kent Police's high-level privacy notice. It can also be obtained from:

Public Disclosure Team
Kent Police
Coldharbour
London Road
Aylesford
ME20 7SL
Email: [email protected]

DPA Article 13(2)(b) and Article 14(2)(c)

If Kent Police relies on my consent to be the legal basis for processing my personal data can I withdraw that consent?

Not applicable – the lawful basis for the processing of personal data in this instance is based on ‘public task’ not ‘consent’.

DPA Article 13(2)(c) and Article 14(2)(d)

Who can I lodge a complaint with if I am unhappy about the way my personal data is processed by Kent Police?

You may lodge a complaint with the Information Commissioner’s Office. Their contact details are:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk

You may wish to initially raise any concerns with the Data Protection Officer.

DPA Article 13(2)(d) and Article 14(2)(e)

If my personal data was obtained by Kent Police from someone else from who or where was it obtained by Kent Police?

Not applicable.

DPA Article 14(2)(f)

Am I required to provide my personal data under a statutory or contractual requirement, or a requirement necessary to enter into a contract, or am I obliged to provide it?

The personal data would have been collected for law enforcement purposes, as part of the investigation into an incident.

DPA Article 13(2)(e)

Will my personal data be used for automated decision-making, including profiling?

No.

DPA Article 13(2)(f) and Article 14(2)(g)

If my personal data will used for automated decision-making, including profiling what logic will be involved and what significance and consequences will there be for me from the automated decision-making?

Not applicable.

DPA Article 13(2)(f) and Article 14(2)(g)