Data protection

Data Protection law in the UK is governed by the ‘General Data Protection Regulation’ or ‘GDPR’ (EU Regulation 2016/679) and the Data Protection Act 2018. These pieces of legislation give individuals rights and requires those who record and use personal information to be open about the information they hold.

Collar Number

GDPR sets out six basic principles of good information handling.

Principles

Anyone processing data must comply with the following principles, which are enforceable. The data must be:

  • processed fairly and lawfully
  • collected and processed for specified, explicit and legitimate purposes
  • adequate, relevant and not excessive
  • accurate and up-to-date
  • not kept longer than necessary in a form which permits identification of data subjects
  • kept securely and protected against unauthorised processing, loss , destruction or damage

Find out more about how we obtain, hold, use and disclose information about people in our Fair Processing Notice.

Subject Access – Accessing Data Held About Yourself

Information held on the Police National Computer

To find out what information (if any) is held on PNC about you, (i.e. a copy of your prosecution/conviction history) complete Form ACRO SAR1. These checks are carried out by the Association of Chief Police Officers Criminal Records Office (ACRO). When you complete this form you need to send it directly to ACRO. ACRO will reply directly to you at the postal address you provide on the form.

All submissions and enquiries relating to this process should be directed to ACRO.

ACRO
PO Box 481
Fareham
PO14 9FS

0845 6013999 (8.30am-4.30pm, Monday to Friday)

acro.policecertificates@acro.pnn.police.uk
Alternatively visit the ACRO website.

Information held on British Transport Police Systems (Statements, incident logs, records of interviews etc)

Should you wish to know what information (if any) British Transport Police holds about you, such as records of incidents you have been involved in, you should aaply to The Information Governance Unit at the address below.

We need to confirm your identity and therefore two legible copies of Identification documents must be submitted (bearing name, date of birth and address), preferably a legible copy of passport and driving licence.

To apply for both categories of information, complete both forms (and submit as above.) Be sure to indicate the application has been made to both ACRO and British Transport Police on the Subject Access Form.

We have designed an application form which may be of assistance in making a request – a form can be downloaded below or requested from:

Information Governance Unit

2nd Floor
3 Callaghan Square
Cardiff
CF10 5BT
Telephone: 02920 525338

A request form is also available to download.

Police Certificates

Individuals requiring Police Certificates for the purposes of application for emigration, visa, work permits or residency in Australia, Bahamas, Belgium, Canada, Chile, New Zealand, South Africa and the United States of America should download the application form for an ACPO Police Certificate from the ACPO Website.

Please note that this Certificate is processed entirely by the ACPO Criminal Records Office (ACRO). All submissions and enquiries relating to this process should be directed to ACRO.

Please do not return this application form to British Transport Police.

How do I request the removal of police information including DNA/fingerprints?

Information held by the Police Service is retained in accordance with legislation and national guidance. In limited circumstances, individuals are entitled to request the removal of police held information prior to the defined retention periods. However, this will only be undertaken in exceptional circumstances. Please visit the ACRO Criminal Records Office which outlines the legal position on retention and the process to follow if you wish to make an application.  This process relates to information held on the Police National Computer and includes the removal of cautions.

Any other requests or enquiries should be directed to the Information Governance Office at dataprotection@BTP.pnn.police.uk or 02920 525338.

Data Subject Rights

GDPR allows data subjects a number of rights in relation to personal data held about them, including:

Right to rectification
Right to erasure
Right to restriction of processing
Right to data portability
Right to object to processing
Rights regarding automated decision-making

Some of these rights may only apply in certain circumstances.

Any queries or requests in relation to these rights should be directed to the Information Governance Unit at dataprotection@BTP.pnn.police.uk or 02920 525338.

Road Traffic Collision requests

Where an incident has occurred within British Transport Police's jurisdiction, insurance companies can request third party details and copies of incident reports under the Road Traffic Act.

Information held in relation to a collision will most likely be held in an incident report, crime report or in an Officer's Pocket Note Book.

British Transport Police has a duty under Data Protection legislation to protect personal information. We must be satisfied that you have a legitimate interest in obtaining the requested information and that disclosure is necessary for that purpose.

Information will be considered on a case by case basis.

We must be satisfied that the intended use is for the purpose of, or in connection with, any legal proceedings (including prospective legal proceedings), or is necessary for the purposes of establishing, exercising or defending legal rights.

A request form containing the relevant fee and further information is available to download.

Frequently asked questions

Find answers to the most frequent data protection questions.