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South Yorkshire Police On-Line Portal Privacy Statement

The South Yorkshire Police (SYP) On-Line Portal is for members of the public and victims of crime to report incidents online.  If selected users also receive messaging alerts on selected topics of interest.

What this policy covers

Your privacy is important to us, and so is being transparent about how we collect, use, and share information about you.  This policy is intended to help you understand:

  • What information we collect about you
  • How we store and secure information we collect
  • How we use information we collect
  • How we share information we collect
  • How to access and control your information
  • Other important privacy information

What information we collect about you

We collect information about you when you provide it to us and when you use our Services as further described below.

Information you provide to us

We collect information about you when you register on the Portal and for the Alerts Messaging or otherwise provide it directly to us.

Account and Profile Information

The information we store is collected during the registration process and when you interact with the Portal.  We will collect your IP Address and Geo-location when using mobile devices.  We will collect your information on every interaction with the Portal, we will where possible tell you we are capturing your data and why and how it will be used.  if you can confirm that you are happy to proceed on this basis.  All the information is stored securely and only accessed by authorised staff members within South Yorkshire Police and other trusted partners as outlined in the South Yorkshire Police Privacy Notice (link below).

How we use information we collect

The information you provide at registration or subsequently by logging into your account will be used to pre-populate any form submissions, tailor Alert Messages as per your topic selections and provide you with automated responses to your interactions on the Portal.  We may from time to time send you surveys which, based on your answers, may update your profile.

How we share information we collect

To enable South Yorkshire Police to meet their statutory duty we may be required to share your data with other organisations that process data for a similar reason, in the UK and/or overseas, or in order to keep people safe. These organisations include: Other law enforcement agencies (including international agencies); Partner agencies working on crime reduction initiatives; Partners in the Criminal Justice arena; Local government; Authorities involved in offender management; International agencies concerned with the safeguarding of international and domestic national security; Third parties involved with investigations relating to the safeguarding of national security; and Other bodies or individuals where it is necessary to prevent harm to individuals. Disclosures of personal information is considered on a case-by-case basis, using only the personal information appropriate to a specific purpose and circumstances, and with necessary controls in place. Some of the bodies or individuals to which we may disclose personal information are situated outside of the European Union - some of which do not have laws that protect data protection rights as extensively as in the United Kingdom. If we do transfer personal data to such territories, we undertake to ensure that there are appropriate safeguards in place to certify that it is adequately protected as required by the legislation. South Yorkshire Police will also disclose personal information to other bodies or individuals when required to do so, or under an act of legislation, a rule of law, and by court order. This may include Serious Fraud Office; National Fraud Initiative; Courts;

Social Media Widgets: the Portal system may include links that direct you to other websites or services whose privacy practices may differ from ours.  Your use of and any information you submit to any of those third party sites is governed by their privacy policy and not this one.

Third Party Widgets: Some of our Services contain widgets and social media features, such as the Twitter “tweet” button.  These widgets and features collect your IP address, which page you are visiting on the Services, and may set  a cookie to enable the feature to function properly.  Widgets and social media features are either hosted by a third party or hosted directly on our Services.  Your interactions with these features is governed by the privacy policy of the company providing it.


Information storage and security

South Yorkshire Police takes the security of all personal information under our control very seriously.  We will comply with the relevant parts of the legislation relating to security, and seek to comply with the College of Policing Information Assurance authorised practice -https://www.app.college.police.uk/app-content/information-management/information-assurance/

How long we keep information

How long we keep information we collect about you depends on the type of information, as described in further detail below.  After such time, we will either delete or anonymise your information or, if this is not possible (because for example the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.

Account Information: We retain your account information for as long as your account is active and a reasonable period therefore in case you decide to re-activate your Portal account.  We also retain some of your information as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support business operations, and to continue to develop and improve our services.  Where we retain information for Service improvement and development, we take steps to eliminate information that directly identifies you, and we only use the information to uncover collective insights about the use of our Services, not to specifically analyse personal characteristics about you.


How to access and control your information

You have certain choices available to you when it comes to your information.  Below is a summary of those choices, how to exercise them and any limitations.

Your choices:

You have the right to request a copy of your information, to object to our use of your information, to request the deletion or restriction of your information, or to request your information in a structured, electronic format.

Your request and choices may be limited in certain cases: for example, if fulfilling your request would reveal information about another person, or if you ask to delete information, which we are permitted by law or have compelling legitimate interests to keep.

Access and update your information: You can update your information at any time by logging into the Portal and clicking on ‘My Account’.

Deactivate your account: If you no longer wish to use the Portal or want to unsubscribe to the Messaging Alerts you can deactivate your account via the link at the bottom of ‘My Account’ or deselect your topics for Messaging Alerts.

Cookie Controls

Cookies are small files of letters or numbers downloaded on to a device when users access websites.  They are widely used in order to make websites work, or work more efficiently, as well as provide service information to the owners of the site.  Cookies are not spyware, or viruses and they cannot read information from a computer.  Neither are cookies the source for pop-ups or spam.  They cannot be executed as code and are therefore incapable of transmitting computer viruses.  Refusing all cookies will affect your web experience and may result in some parts of the website not functioning properly.

Other important privacy information

Our policy towards children

Children under 16 years of age should not submit any information to any website without the consent of a parent/carer.

Changes to our Privacy Policy

We may change this privacy policy from time to time.  We will keep you informed of any privacy policy changes.  If the changes are significant, we will provide a more prominent notice by adding a notice on the Homepages, login screens, or by sending you an email or SMS notification.  We will also keep prior versions of this Privacy Policy in an archive for your review.  We encourage you to review our privacy policy whenever you use the Services to stay informed about our information practices and the ways you can help to protect your privacy.

If you disagree with any changes to this Privacy policy, you will need to stop using the Portal and deactivate your account(s), as outlined above.

For more information about South Yorkshire Police’s privacy statements please click the link below to see the full policies.