Vetting privacy notice

Norfolk and Suffolk Constabulary is required to collect, use and disclose information about people – ‘their personal information’ – to carry out their legal and legitimate functions as defined by legislation, common law, regulation, policy and best practice. Further details in respect of the nature of the information that Norfolk and Suffolk Constabulary collects and how it is used can be found within the Information Charter.

Information We Collect From You

Everyone in the police service must maintain high ethical and professional standards and act with the utmost integrity and a robust vetting process is necessary to verify whether or not someone is suitable to serve in, or work alongside, Norfolk and Suffolk Constabularies.  To enable the vetting process to take place you will be asked to provide personal details, such as your name, address, date and place of birth, employment history and your contact details.  You will also be asked to provide personal details of family members, other co-residents and any known criminal associates.   

Do I have to provide the Information?

Whilst you can decline to provide some or all of the information required in the vetting forms, it will not be possible to conduct a meaningful risk assessment and clearance cannot be granted.

Special Category Data

As part of the vetting process, Special Category Data may be collected. Special Category Data includes information about your:

• Race;
• Ethnic origin
• Religion;
• Biometric data;
• Sexual orientation

Protected Characteristics

The vetting form requires the disclosure of sensitive data, including data relating to protected characteristics.

There is no statutory protection for individuals who fail to disclose this information, where it is legitimately required.

Should you wish to have a confidential conversation about how this information, or any personal information is handled and the protection it is afforded, please contact the vetting unit on [email protected] Tel: 01953 425 699 Ext 2810

Legal Basis

Under the General Data Protection Regulation (GDPR) the legal basis we rely on for processing personal information for vetting purposes is Article 6(1)(c) compliance with a Legal Obligation.

The Statutory basis for this is the College of Policing Vetting Code of Practice (issued October 2017).  This was presented to Parliament pursuant to Section 39A (5) of the Police Act 1996, as amended by Section 124 of the Anti-Social Behaviour, Crime and Policing Act 2014.

Storing Information

The information provided will be stored securely in manual and / or computerised forms. 

Sharing Information

The information may be shared with other police forces / agencies in the United Kingdom in respect of any recruitment applications you may make.  Within the Constabularies the information provided will not be shared with anyone outside the Professional Standards and HR Departments, unless for a legitimate law enforcement purpose.

What we will use the information for

The information provided will be used as the basis for conducting background checks and enquires against Police databases and information systems. Where applicable, it will also be checked against ‘open source’ internet, the records of Credit Reference Agencies and other third party records.

Where Credit Reference Agency records are checked, this will be for the vetting subject only and not for any other individuals named on the form.

Any information which is revealed as a result of the vetting process is reviewed by a vetting practitioner. There is no automated decision making process. The personal data collected will continue to be held within the records created for that purpose.     

How long will we keep your information for?

We will only keep your information for as long as it is required to be retained.  Information provided to facilitate vetting will be retained for the duration of the application or subsequent employment and beyond in accordance with the force Review, Retention and Disposal Schedule, after which it will be securely destroyed.

Your rights

Amongst other rights, you have a right to request a copy of personal information that Norfolk and Suffolk Constabulary holds about you. For more information regarding your individual rights please visit our website. 

Contact Details

The Controller, as defined by Data Protection Act 2018 and the GDPR, is: 

• The Chief Constable, Norfolk Constabulary, OCC, Jubilee House, Falconers Chase, Wymondham, Norfolk, NR18 0WW
• The Chief Constable, Suffolk Constabulary, Police Headquarters, Martlesham Heath, Ipswich, Suffolk, IP5 3QS

Any individuals with concerns regarding the way in which the Constabularies handle their personal information, may contact the Data Protection Officer, via the following:

Information Management Department  
Norfolk and Suffolk Constabularies
Martlesham Heath
Ipswich
Suffolk
IP5 3QS

Email: [email protected]

Information Commissioner

The Information Commissioner is the independent regulator responsible for enforcing the legislation and provides advice and guidance about the requirements. The Information Commissioner’s Office (ICO) can be contacted via the following:

Information Commissioner’s Office
Wycliffe House
Water Lane
SK9 5AF

Tel: 0303 123 1113 (local rate) / 01625 545 745 (national rate)

Website: www.ico.org.uk