Jo Coles - York and North Yorkshire Deputy Mayor for Policing, Fire and Crime

Jo Coles - North Yorkshire Deputy Mayor for Policing, Fire and Crime

Complaints process – Privacy notice

Published: 20 February 2024
Review date: 20 February 2025
Policy owner: Data Protection Officer

This privacy notice has been written to inform individuals about how and why Office of the North Yorkshire Police, Fire and Crime Commissioner processes personal data during the complaints.

This privacy notice should be read in conjunction with the General Privacy Notice.

Who we are?

North Yorkshire Police, Fire and Crime Commissioner is a data controller as defined by the UK GDPR. This means that we determine the purposes for which your personal data is processed and the manner of the processing. We will only collect and use your personal data in ways that are compliant with data protection legislation.

The role of the DPO is to monitor our compliance with the UK GDPR and the Data Protection Act 2018 and advise on data protection issues. If you would like to discuss this privacy notice or our use of your data, please contact:

Data Protection Officer

Office of the Police, Fire and Crime Commissioner

Harrogate Police Station

Beckwith Head Road


North Yorkshire

HG3 1FR // 01423 569562

What personal information do we collect?

The personal data we collect about you could include:

  • Name, Address and any other contact details such as email address and telephone numbers
  • Details of the complaint or appreciations you are making, such as dates, times, locations, who was involved and other details necessary to investigate the complaint

The Special Category we collect about you could include:

  • Gender, ethnicity, religion and nationality
  • ID documents
  • Criminal record including unspent convictions

Why do we collect your personal information?

We process your information for the purposes outlined below:

• To ensure we can contact you to update you about the complaint
• To enable the team to fully investigate your complaint

Who do we obtain your information from?

We normally receive this information directly from you. However, we may also receive some information from the following third parties:

• North Yorkshire Police
• North Yorkshire Fire and Rescue

Who do we share your personal data with?

We may share your information with the following organisations:

• North Yorkshire Police
• North Yorkshire Fire and Rescue

We may also share information with other third parties where there is a lawful basis to do so. For example, we sometimes share information with the police for the purposes of crime detection or prevention.

How long do we keep your personal data for?

We will retain your information in accordance with Records Management Policy and Retention Schedule. The retention period for most of the information we process about you is determined by statutory obligations. Any personal information which we are not required by law to retain will only be kept for as long as is reasonably necessary to fulfil its purpose.

What is our lawful basis for processing your information?

Under the UK GDPR, it is essential to have a lawful basis when processing personal information. We normally rely on the following lawful bases:

Article 6(1)(c) – legal obligation
Article 6(1)(e) – public interest

Where we process special categories of personal data, we will do so for one or more of the following reasons;

Under GDPR Article 9 (2) is necessary for substantial public interest.
Where the processing of complaints leads to investigations into potential criminal activity, the North Yorkshire Office of Police, Fire and Crime Commissioner will process this data as per the definition of law enforcement data at s.31 of the Data Protection Act 2018 (DPA) and in accordance with s35 of the DPA.

Changes to this notice

We reserve the right to change this privacy notice at any time.

This privacy notice was last reviewed 31 January 2024.