Crime Reduction - Helping to Reduce Crime in Your Area

These pages are due to be updated. More up to date information on information sharing can be found in 'Delivering Community Safety - A guide to effective partnership working' and the Information Commissioners Code of Practice on Information Sharing.

DESIGNATED OFFICERS SECTION

1. We understand that each partner must appoint a Primary Designated Officer (PDO see glossary), who will be a Manager of sufficient standing, and have a co-ordinating and authorising role. We may also appoint further Designated Officers (DO’s see glossary) within the same body; these staff contact details are listed in the appendix.
   
   

2. The following named individuals are designated to assume responsibility for data protection (including notification where appropriate), security and confidentiality, and compliance with all relevant legislation
   
   NAME                POST                     ORGANISATION 
   
   [Insert name]      [Insert position]      [Insert name of party]
   
   

3. Our specific responsibilities will be the following:
   a) Making sure the [named] party abides by the sections of this Protocol. 
   b) Ensuring that all DO’s and other staff are fully aware of their responsibilities.
   c) Appointing other staff in the body to act as DO’s in their absence. 
   d) Authorising the [named] body’s involvement and co-operation in the information sharing process, at every stage. 
   e) Keeping a Protocol Co-ordination Folder, which holds all the partner’s information sharing documents in general. 
   f) Ensuring the [named] body’s Data Protection Notification entry is accurate, up to date and adequate for the purpose for which it is intended.
   
   

[The appointment of the PDO needs to be confirmed in writing and stored on the Protocol Co-ordination Folder, for all partners to see].

1. Only [names] DO’s and PDO’s of [name] body can make the formal requests and document agreements for the sharing of personal information. We can decide (on a case by case basis,) why a disclosure is necessary to support action under the Crime and Disorder Act 1998. We will also decide why and when the public interest overrides the presumption of confidentiality.
   
   

2. It is our responsibility to ensure that processing of the personal data held, is in keeping with the principles of the Data Protection Act 1998, including: 
   a) It is obtained, processed and disclosed fairly and lawfully.  
   b) Kept securely. 
   c) Processed in accordance with the rights of the data subjects. 
   d) Accurate, relevant and held no longer than necessary. 
   e) Disclosed only for a specified related purpose. 
   f) Disclosed without the subject’s knowledge and/or agreement only where failure to do so would prejudice the objective. 
   
   

3. We will create a project folder or file [another term may be used here] to ensure ease of administration, covering all aspects and documentation of the information sharing process. This folder or file will be managed by us [name] PDO or DO’s, to ensure that it is accurate and up to date. We must ensure that the information held is reviewed with our partners by arrangement [insert agreed period], but at least quarterly.
   
   

4. The folder or file must include; a) Record of data disclosed b) Project chronology c) Project access list d) Notes of meetings with our partners, and recent correspondence and phone calls.
   
   

5. We [name] PDO or DO are responsible for processing data held by us. As such, any final decision or whether to share sensitive information, rests with us.

Date modified: July 2003
Review date: February 2004
Originator: Home Office Information Sharing Te

Last update: Friday, January 09, 2009