Privacy policy

Privacy notice - OK NPWS 

Here at Oscar Kilo (OK) the National Police Wellbeing Service (NPWS) we take our data protection obligations seriously. We are committed to protecting your information and do so in line with the Data Protection Act 2018, the General Data Protection Regulation (GDPR) and Information Commissioner’s Office (ICO) best practice. 

The following notice outlines why we collect your information and how we process it to deliver the best possible service and user experience. By using this website, you are deemed to accept the terms of this notice. If you do not agree with this notice, we would ask you not use this website. 

The information you provide will be held by the College of Policing in accordance with Data Protection Legislation. The College of Policing is registered with the Information Commissioners Office as a data controller. 

Personal information we may collect 

You are not required to provide any personal information in order to obtain general access to the OKNPWS website. However, in order to access certain services and features of this site, we may require you to provide personal information such as your name, e-mail address and organisation. When you create an account, you will also be asked to provide your biological sex, your age, your length of service, your force, your rank and your role. You may select ‘Prefer not to say’ for any of those fields.  

We will also collect certain personal information when you contact us via the ‘Contact Us’ form, attend an NPWS event or register for some of our online learning materials. 

The legal age for online services to children is 13, however we do not knowingly collect information from children under the age of 16 on this site. 

What we may use your information for 

Your profile information and your usage of the Oscar Kilo website and its features are pseudonymised and are held within the website and a data visualisation platform, Tableau Cloud. The insights from the data may be shared with the NPCC Health, Safety and Wellbeing Board and the Home Office Police Covenant Oversight Board. The purpose of this analysis is to identify, articulate and explore wellbeing gaps, trends, and potential areas for improvement in productivity, efficiency, effectiveness, and development in the organisation health and wellbeing of officers and police staff. 

 We may also use your information for customer support, to respond to your enquiries and to bring you news and up to date information about the services we provide and opportunities available to you. 

If you provide your information as a result of attending a workshop or event, you may receive further communication from us in respect of requesting your feedback or providing you with follow up materials or information relevant to the event you have attended. 

Lawful basis for processing your information 

A number of lawful bases under data protection legislation applies to the processing we undertake. This is designed to be an informative but not exhaustive list of the legal reason for processing your information. 

• Contact form – OKNPWS website: Personal data is initially processed under the lawful basis of legitimate interests. The lawful basis may subsequently change depending on the nature of the query. 

• Mailchimp newsletter: Personal data is processed under the lawful basis of consent. 

• Blue Light Wellbeing Framework owners (login access website): Personal data will be processed under the lawful basis of public task. 

• Your account registration: Personal data is processed under the lawful basis of public task. 

• Contact lists and distribution lists held on the College of Policing network: Depending on the contact list this may cover a number of lawful bases either legitimate interests, consent, public task. 

You can also find out more about how we process and protect personal data more generally on the College of Policing website. 

Disclosure of personal information 

Please note that we will not share your personal information with any third parties for direct marketing purposes. 

We reserve the right to disclose user information when required to do so by law or when we have reason to believe that the disclosure of such information is necessary to identify, contact or bring legal action against someone who may be causing injury to or interference with (either intentionally or unintentionally) our rights or property, other users or anyone else that could be harmed by such activities. 

We may from time to time use sub-processors to enable us to provide you with the best possible service. Due diligence is conducted on all third party suppliers to ensure that they meet our requirements and can demonstrate good data protection and information security practices. Examples of current sub-processors include (you can click on the organisation title for their privacy information): 

• MailChimp 

• SurveyMonkey 

• Kajabi 

Data retention 

Your profile data is stored in a pseudonymised form for as long as necessary, unless you choose to delete your account, or your account is removed by an OK NPWS administrator. Inactive accounts are periodically reviewed and deleted every 12 months. Once an account is deleted, all associated data will be removed from the CMS. The pseudonymised data held within Tableau Cloud may be retained for up to a five-year period. Consideration will be given to themes and what baseline data is required to be held for use in future surveys/analysis. The purpose of the collection of data is to look at trends, therefore, the collection and retention will be reviewed to ensure it remains relevant with the consideration for any historic value. Digital continuity will be considered. 

How to change your privacy preferences 

You can change your preferences by contacting us in one of two ways: 

• contact form on the website 

• in person at an event 

Your rights 

Under data protection legislation you have a number of rights in relation to your personal data. If you wish to exercise your rights in relation to your personal data within the OKNPWS platform, please contact the College of Policing Data Protection team for any queries or concerns you may have at [email protected] 

If you are unhappy with the processing of your data or if you remain dissatisfied with the service provided you have the right to complain to the Information Commissioner’s Office (ICO). 

Links to other sites 

This site may contain links to third party sites. These sites are beyond our control and are governed by the privacy policies of those sites, which may differ significantly from our own. We accept no responsibility for the content and processing by such sites and would advise you proceed with caution. 

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