Created: 28th September 2020 - Version 0.2

Specific Privacy Notice

Analytics for Everyone (A4E)

Analytics for Everyone(A4E) is a cloud-based analytics service. Personal and other data from specific Essex Police systems will be transferred to the cloud and stored in a Microsoft Azure environment. Essex Police analysts and data scientists will be able to use these data to develop and publish reports, and all force users will be able to access these reports using Microsoft Power BI.

Introduction

This Specific Privacy Notice has been created to make it easier for you to understand what personal data Essex Police processes about you, how and why it will be used in connection with Analytics for Everyone. It is a requirement of the Data Protection Act 2018 (DPA).

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 (contact details below).

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 Essex Police
Essex Police HQ
PO Box 2
Chelmsford
CM2 6DA

DPA Section 44(1)(a) [Article 13(1)(a) Article 14(1)(a)]

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

Data Protection Officer
Essex Police HQ
PO Box 2
Chelmsford
CM2 6DA
Email: dpo@essex.police.uk

DPA Section 44(1)(b) [Article 13(1)(b) Article 14(1)(b)]

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

For Law Enforcement Purposes – defined as the prevention, investigation, detection or prosecution of criminal offences, the execution of criminal penalties, including the safeguarding against and the prevention of threats to public security, or the policing purpose.  A4E will also process data for general purposes (HR data etc.)

More specifically, the processing of personal data by Analytics for Everyone is intended to strengthen the use of information and insight by Essex Police in order to improve the quality and effectiveness of its services. This could apply to almost any component of the force’s Common Law Policing Purpose.

The core objectives of this project are to enable all Essex Police staff to access data more efficiently and make better use of the data that are currently available. By doing so, they will be able to plan and deliver their work more effectively, and will be more easily able to evaluate their services to inform better planning and delivery in the future.

DPA Section 44(1)(c) Article 13(1)(c)]

What are my rights under the DPA?

You have the following rights under the DPA (law enforcement processing):

  • Right of access to your personal data Section 44(1)(d)(i) Section 45
  • Right of rectification of your personal data Section 44(1)(d)(ii) Section 46
  • Right of erasure of your personal data or the restriction of its processing Section 44(1)(d)(iii) Section 47 Section 44(1)(e) Section 51
  • Right to lodge a complaint with the Information Commissioner

You also have the following rights under the GDPR (general processing):

  • Right to be informed (this SPN and the high-level Privacy Notice)
  • 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

DAP [Article 13(2)(b) Article 14(2)(c)]

Full details of those rights and how to exercise them can be found in Essex Police’s high-level Privacy Notice which can be found on the home page of the Essex Police website. It can also be obtained from:

Information Rights Team
Essex Police HQ
PO Box 2
Chelmsford
CM2 6DA
Email: info.rights@essex.police.uk

Is there any other information that is necessary to enable me to exercise any of rights listed at 4 above?

No other information should be required to exercise the rights listed at 4 above. Analytics for Everyone (A4E) will not involve any new data being collected about a person, although existing data may be processed in a new way.

While Analytics for Everyone means that personal data will be held in a new physical and virtual location, this will not affect the rights listed above.
DPA Section 44(2)(d) and Section 44(3)(a)

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

For law enforcement processing:

Essex Police’s legal basis for processing your personal data is based on its Common Law Policing Purpose of protecting life and property, preserving order, preventing the commission of offences, bringing offenders to justice, and any duty or responsibility of the police arising from common or statute law.

In terms of Section 35(2) of the DPA the processing is necessary for the performance of a task carried out for a Law Enforcement purpose by Essex Police or another competent authority.

For general processing:

Essex Police’s legal basis will be one or more of the following:

the data subject has given consent to the processing of his or her personal data for one or more specific purposes

  • processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
  • processing is necessary for compliance with a legal obligation to which the controller is subject;
  • processing is necessary in order to protect the vital interests of the data subject or of another natural person;
  • processing 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.

DPA Section 44(2)(a) and Section 35(2) [Article 13(1)(c) Article 14(1)(c)]

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

Essex Police has existing records retention and disposal schedules, which specify the length of time for which records are retained and when they are disposed of in accordance with appropriate legislation.

Personal data will be retained in line with these schedules.
DPA Section 44(2)(b) [Article 13(2)(a) Article 14(2)(a)]

Who could Essex Police disclose my personal data to?

Sharing with, or disclosure of, your personal data with third parties will not normally take place.

Where it is proposed, this will be because of a legal justification or requirement, or your informed consent will be sought in advance. In each case, the proposed disclosure will be assessed on a case by case basis by the force, and will comply with the force’s existing policies on information management and disclosure.
DPA Section 44(2)(c) [Article 13(1)(e)]