THE SHARING PROCESS. 4.1 Information is accessed by a vetted member of staff from Lincolnshire County Council on behalf to the LRSP having direct access to Niche. Stat19 forms will be completed by an officer on their mobile data terminal which is then submitted to Niche and sent directly to Lincolnshire County Council (LCC) via secure email. If additional information is required, a police officer stationed at the co-located LRSP premises will access Niche and provide the relevant information to a Lincolnshire County Council staff member who will input the data onto the WINGS system.
4.2 If the disclosures are completed by email this must be done via a secure/encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: xxxxx://xxx.xxxxxxxx.xxx/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager.
4.3 The Stats 19 form is printed to enable the member of staff from LCC to access all of the information efficiently and input into the Wings gis database. The hard copy of the stats 19 form is stored securely in the LRSP co-located offices and destroyed after 5 years.
4.4 Ad hoc requests
THE SHARING PROCESS. 4.1 On a daily basis members from the Lincolnshire Fire & Rescue Service control room, complete a Form ARSON 01 when Arson is suspected. This form will then be e- mailed via secure methods to a member of the Arson Task Force.
4.2 Once a Form ARSON 01 has been received by the Arson Task Force, the information from that form will be utilised to ensure that the information is made available to the police, i.e. updates regarding addresses, and witness details.
4.3 If the police systems, Command and Control and Niche, have been searched by the vetted member of the Arson Task Force and Lincolnshire Police are not aware of the incident then they will notify the Neighbourhood Police Team or call the Force Control Room on 101 and report the incident. This will ensure an audit trail of any disclosures made by the Arson Task Force.
4.4 Handling requests for information - all information shared will relate to the completion of Form ARSON 01. If Form ARSON 01 includes Personal data, it will be marked as ‘Official’. As both organisations have access to secure email, then email correspondence between them is acceptable from within their respective organisations.
4.5 Replies to requests must be made as soon as is practicable, and in any case within ten working days.
4.6 The Arson 1 Forms will be stored and managed within the Arson Task Force Office behind at least one locked barrier and will be stored for 6 years.
4.7 Ad hoc requests
THE SHARING PROCESS. 4.1 Information will be shared using the most appropriate means of communication taking into consideration, for example, the nature of the information to be shared and the urgency. Partners will ensure that appropriate technical and organisational security measures are in place when sharing information.
4.2 Written requests and responses should be done via secure/ encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: xxxxx://xxx.xxxxxxxx.xxx/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager.
4.3 The primary forum for information sharing will be the Event Control Meetings which take place each day throughout the duration of the event. These are attended by Police, Event and Security Company leads. Subject to immediate operational requirements, there may also be considered information sharing between these same partner SPOCs outside such meetings but only during the course of the event.
4.4 There may be occasions where staffs from either party to this agreement that are not named as the SPoCs share personal data. Where this occurs, a record should be made of what was shared, who it was shared with, why, when and how. Police officers/ staff should record this information against the relevant incident log on command and control.
4.5 Images of individuals for identification purposes may be disclosed on a case-by case basis. The image should only be disclosed in relation to the purposes stated within this agreement and should not be made publicly available. The image must be held securely when it has been released to Lincoln GP Limited and must be locked behind at least one barrier (see Appendix 4 for further information relating to the storage and handling of the information). When the festival has taken place the image should be returned to the police SPoC or destroyed immediately, unless an identification is made which results in legal process and the image is to be seized by Lincolnshire Police as evidence in accordance with the Police and Criminal Evidence Act.
4.6 Ad hoc requests
THE SHARING PROCESS. 4.1 Police Referrals Process
a) Upon attendance at a suicide, referral data will be collected by the attending officer, when the next of kin or close friend or family member has consented to the referral.
b) The referral data will be extracted the morning after the incident by Crime Support Researcher and transferred to a spreadsheet.
c) The spreadsheet will then be emailed to the appropriate Partner(s) using the below email address:
d) The spreadsheet containing the personal data will be password protected. The password to the spreadsheet will be sent via separate email for security purposes.
e) Each completed spreadsheet and record of emailing the spreadsheet will be retained on Police systems for a period of two years.
4.2 If the disclosures are completed by email this must be done via a secure/encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: xxxxx://xxx.xxxxxxxx.xxx/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager.
4.3 Ad hoc requests
THE SHARING PROCESS. 4.3 Handling Requests for Information - all requests for Lincolnshire Police information must be made in writing using Form A - Request for Personal Information. Requests relating to a proposed student must be submitted with a corresponding P698D - Explicit Consent Form (See Appendix 4). Lincolnshire Police will not provide any disclosure unless explicit consent from the data subject has been obtained and evidenced. The decision to provide information will be documented on Form B – Response to Request for Information. Both Form A and Form B will be retained by the Police SPoC within the file created for such purpose.
4.4 Requests and responses to requests should be done via a secure/ encrypted messaging system.
4.5 Replies to requests must be made within ten working days.
4.6 The Police SPoC will submit any information received from Lincoln College, as a result of a request for information, if relevant, via the 5x3x2 system into the Lincolnshire Police intelligence systems in a timely, accurate and proportionate manner.
4.7 If the disclosures are completed by email this must be done via a secure/encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: xxxxx://xxx.xxxxxxxx.xxx/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager.
4.8 Ad hoc requests
THE SHARING PROCESS. 4.1 Relevant photographs will be supplied by Lincolnshire Police to the Lincoln Business Improvement Group (BIG) Security Group on a regular basis, providing that they are supported with a Form B (P698B) – Response to Request for Information, which must be retained by the Police SPoC within the file created for such purpose.
4.2 Meetings held by the Lincoln Business Improvement Group (BIG) Security Group whereby personal information about an identifiable individual is being discussed will be fully minuted, and documented, the resultant document should be appropriately GPMS marked.
4.3 If additional information is required members of the Lincoln Business Improvement Group (BIG) Security Group must make their request in writing using Form A - Request for Personal Information.
4.4 The decision to provide information will be documented on Form B - Response to Request for information. Copies of both Form A and Form B will be retained by the Police SPoC within the file created for such purpose.
4.5 Replies to requests must be made within ten working days.
4.6 Any photographs provided will not be displayed in any public areas of the premises but will be retained within the ‘private’ parts of the premises so that they can only be viewed by the licensee and bar staff/door supervisors. When not in use the photographs should be locked behind a least one barrier.
4.7 Once the reason for the supply of the photograph is no longer valid, the photograph will be destroyed by the licensee or returned to the Police SPoC 4.8 If the disclosures are completed by email this must be done via a secure/encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: xxxxx://xxx.xxxxxxxx.xxx/
THE SHARING PROCESS. 4.3 Handling Requests for Information - all requests for Lincolnshire Police information must be made in writing using Form A - Request for Personal Information (see Appendix 4). Requests for information must be accompanied by an Explicit Consent Form (see Appendix 5). The Explicit Consent form must be completed by the data subject prior to any police disclosure being made. The decision to provide information will be documented on Form B – Response to Request for Information. Both Form A and Form B will be retained by the Police SPoC within the file created for such purpose. Replies to requests must be made within ten working days.
4.4 If the disclosures are completed by email this must be done via a secure/encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: xxxxx://xxx.xxxxxxxx.xxx/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager.
4.5 Ad hoc requests
THE SHARING PROCESS. 4.1 What: The following information will be shared: The occurrence type is sudden death, The stats class is sudden death, There is a comment of suicide or The person is classed as deceased (to avoid those who are mentioned as suicidal and have previously tried unsuccessfully). Name of deceased Address and postcode of deceased Age at time of death Gender
THE SHARING PROCESS. 4.1 Information will be shared in the following ways: • The police will share PPNs via secure email to Fire & Rescue: xxxx.xxxxxxxxxx@xxxxxxx.xxxx-xx.xxx • Fire & rescue will share F201 and/or safeguarding reports to the police via secure email:
4.2 If the disclosures are completed by email this must be done via a secure/encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: xxxxx://xxx.xxxxxxxx.xxx/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager.
4.3 Information sharing will be recorded in the following ways; Lincolnshire Police – once a PPN is completed an occurrence on Niche is created and this will show that the PPN has been shared with Fire & Rescue Lincolnshire Fire & Rescue – The safeguarding report is stored on IMO with a note to confirm that the information has been shared with the police 4.4 Information Sharing will be stored in the following ways: action and follow up.
4.5 Ad hoc requests
THE SHARING PROCESS. 4.1 Relevant information will be shared by minuted meetings and secure email exchanges.
4.2 For a formal information request outside of the minuted meetings, Partner Agencies must submit a P698A – request for personal information form to the following email address: xxxxxxxxx@xxxxx.xxx.xxxxxx.xx
4.3 The decision to provide information will be documented on a Police disclosure form and returned via a secure email. Both the request and disclosure form will be stored on Niche.
4.4 If the disclosures are completed by email this must be done via a secure/encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: xxxxx://xxx.xxxxxxxx.xxx/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager.
4.5 Replies to requests must be made within 10 working days when submitted to the Infoshare email.
4.6 Ad hoc requests
