D2202 Procedure - Vehicle Checks for the Public

Number: D2202
Date Published: 20 March 2019
Version 3 – March 2019

1.0 Summary of Changes

This procedure has been updated on its two yearly review as follows:

• Within Section 4 the 9 protected EIA characteristic have been updated;
• Owner and author details updated;
• New paragraphs added within section 8 regarding data security and retention and disposal of records.

The procedure should be read by all police officers and members of staff who deal with such enquiries from members of the public.

2.0 What this Procedure is about

This procedure outlines the process that must be followed following an enquiry from a member of the public regarding the authenticity of a vehicle or PNC recorded property in which they have an interest. This will normally, but not exclusively, be a vehicle or property they are considering purchasing.

Compliance with this procedure and any governing policy is mandatory.

3.0 Detail the Procedure

Requests for information regarding vehicles and property may be made in person at a police station. Requests for such information must not be handled by email, telephone, letter or similar communication. There is no fee payable for this service. Such enquiries will not be undertaken on behalf of a 3rd party who is not present. Checks for multiple vehicles or property will not be undertaken.

Enquirers should be advised of the services of private companies that will, for a fee, undertake enquiries both of police and financial records relating to vehicles, but care must be taken that no specific comment is made that could be taken as a recommendation of any particular company.

Form CID110 must be completed by the enquirer who must produce a driving licence or other suitable proof of identity and address. Details of the proof of identity must be shown on the associated form CID110.

Full details of the location, contact point etc., (e.g. website, seller, location etc.) of the vehicle/property must be gathered before the PNC enquiry is undertaken.

Any member of the public making such a request MUST NOT be supplied with any information regarding ownership or the details of any police interest, nor must any PNC printout nor any personal or police interest details be supplied to the enquirer.

The CCA will then enquire of PNC in relation to the vehicle or property. The Originator (ORIG) text line of the PNC check must also include the characters ‘CID110’ to enable appropriate audits to be undertaken (see section 7.0 below).

If there are no reports, the enquirer will simply be informed that “Police have no current interest in the vehicle/property”. No additional information may be supplied.

If there is a report on the vehicle, or the property is reported as having been stolen the enquirer will simply be advised the “Police do have an interest in this vehicle” without divulging the nature of that interest.

Depending on the nature of the report held against the vehicle/property, the police staff member or officer will be responsible for initiating the appropriate action, including contacting the relevant Force or OIC and ensuring the location of the vehicle/property as supplied is brought to the notice of the owner of the report.

Completed form CID110 will be forwarded to PNC Bureau where they will be retained for 12 months and then disposed of.

4.0 Equality Impact Assessment

This procedure has been assessed with regard to an Equality Impact Assessment. As a result of this assessment it has been graded as having a low potential impact as the proposals in this procedure would have no potential or actual differential impact on grounds of age, sex, disability, race, religion or belief, marriage and civil partnership, sexual orientation, gender reassignment and pregnancy and maternity.

5.0 Risk Assessment

There are no identified risks contained within this procedure.

6.0 Consultation

The following have been consulted during the formulation of this document:

• Unison
• Federation
• Health & Safety
• Front Office Staff

7.0 Monitoring and Review

The PNC Bureau will undertake regular transaction enquiries to establish the number of such enquiries undertaken (search for CID110 Originator text) and ensure appropriate forms supporting the transaction have been supplied.

This procedure will be reviewed by the PNC Manager every two years to ensure it remains fit for purpose and up to date with legislation.

8.0 Governing Force policy. Related Force policies or related procedures

• D 2200 Policy - PNC
• D 2201 Procedure – Procedure – Use of VODS
• D 2203 Procedure – Access to DVLA Driving Licence Data
• D 2204 Procedure – Police Notification to DVLA of Medical Conditions

8.1 Data Security

Essex Police have measures in place to protect the security of your data in accordance with our Information Management Policy – W 1000 Policy – Information Management.

8.2 Retention & Disposal of Records

Essex Police will hold data in accordance with our Records Review, Retention & Disposal Policy – W 1012 Procedure/SOP - Records Review, Retention and Disposal.

We will only hold data for as long as necessary for the purposes for which we collected. Victims/public should be reminded that Essex Police take the protection of personal data seriously as described in the privacy notice.

9.0 Other source documents, e.g. legislation, Authorised Professional Practice (APP), Force forms, partnership agreements (if applicable)

• PNC Manual
• Form CID110 – Enquiries from Members of the Public