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WPCC3-0130 – Information Governance

Decision Reference Number: WPCC3-0130

Lead Officer: Polly Reed

Chief Officer approval: N/A

Date: 05/03/24

Status: Non-confidential

Decision summary:

The purpose of this decision is to approve an update to the OPCC Information Governance Policy and the Staff Privacy Notice. The Data Protection Officer will now move from Warwickshire Legal Services to the Head of Business Services and Assurance.

I confirm that my register of interests declaration is up to date and that none of my interests preclude me from making this decision.

Signature:  P.Seccombe

Date: 13/03/2024

Supporting information

1. Background information

In order to maintain the highest standards in the work undertaken by the PCC and his office there are a number of policies and procedures which are routinely reviewed and where required reviewed. The policy listed in this decision notice have been reviewed and are all important for transparency in governance and ethical standards. This policy identifies what information the organisation holds and the principles for use, storage and deletion of information.

This policy details how statutory requirements in respect of Information Management will be handled. This includes a change of the role of Data Protection Officer. Since the GDPR came into force Warwickshire Legal Services took on the role of Data Protection Officer. As the organisation has evolved there are appropriate staff to take on this responsibility in house, and so it will move to the postholder of the role called Head of Business Services and Assurance. This change will take place from 1 April 2024.

2. List of additional information attached as appendices

Information Governance Policy

Staff Privacy Notice

3. Expected benefits

The policy set out the expected actions and behaviours of the Office of the Police and Crime Commissioner.

4. Impact of not approving the application

Lack of clarity in approaches

5. Costs (including any identified savings)

None identified.

6. Equality considerations

The PCC and OPCC staff should demonstrate the highest standards of professional behaviour, honesty and integrity, as well as comply with the Nolan Principles and the Code of Conduct at all times this policy supports this approach. The impact on equality has been taken into account, and no adverse issues identified at this stage.

7. Legal comments

Legal issues have been considered when preparing this policy.

8. Social or Environmental considerations

This policy considers the actions of an individual or group have on the OPCC.

9. Publication

Information in this form is subject to the Freedom of Information Act 2000 (FOI Act) and other legislation.  Unless the information provided is covered by an exemption and stated to be either confidential or partly confidential, the information contained in the form will be published on the OPCC website.

Comments from the Treasurer

There are no financial implications or costs directly associated with this decision, but it will provide for strong governance and professionalism within the OPCC which will help to ensure risks are reduced which could result in cost avoidance.

Comments from the Chief Executive and Monitoring Officer

The agreed policy is essential element to ensure the smooth handling of information in a safe, responsible and secure manner. It also outlines how the OPCC is dealing with statutory responsibilities of in