GDPR form responses

The below lists the team responses to 'What happens next' when you complete the Send a message to a team or 101 call centre forms on this website.

Please visit our Legal and Privacy page for an overview.


The questions that were sent out to all teams were:

  • What are the reasons for collecting this information?
  • Where is the information stored once it has been emailed?
  • Who has access to this information?
  • How long is the information held for?
  • If a person wants to have the emailed information deleted, or removed from any Force database, or devices it has been saved to which email address do they send this request to and how long will the process take.
  • Will you be able to email them to let them know that you have deleted all the information from your systems?

Where a form sits on its own page, the questions and answers have been added to the bottom of the page that was completed.

Please note: Where the form is being emailed to an external partner please visit their website for more information.

Answers for various form groups

Non-emergency 101

The non-emergency 101 team respond to the forms listed below:-

  • Report a crime online
  • 101 non-emergency
  • Report worrying and attack of livestock
  • Report something form
  • Appeal for information (located bottom under an appeal press release)

Question: What are the reason for collecting this information?

Answer: The online reporting form/email works in the same way as a caller reporting a crime or incident over the telephone via our 101 non-emergency service.  Therefore we ask for the same information that we would take over the telephone in order to correctly deal with the mater and create incident logs or crime reports as appropriate and in line with current policies and procedures. 

Question: Where is the information stored once it has been emailed?

Answer: Emails/online contact forms are stored within an archive folder within 101 email mailbox. Incident logs are stored within STORM. Occurrences are stored within UNIFI.

Question: Who has access to this information?

Answer: Emails can be accessed by email trained staff within the Force Contact Centre (FCC) together with FCC supervisors.

Question: How long is the information held for?

Answer: All information is stored in compliance with MOPI

Question: If a person wants to have the emailed information deleted, or removed from any Force database, or devices it has been saved to which email address do they send this request to and how long will the process take.

Answer: The request would be made the Data Protection Team who would respond to the individual as soon as possible and within the statutory period of one month unless an extension is warranted.

If you have any questions about this process please contact the subject access team by email or call 01392 226622.

Team forms

Below is a list of forms that are sent via our team forms (The form is sent to an email address depending on which team was selected.)

Christain Police Association (CPA)

Question: What are the reason for collecting this information?

Answer: So that we can respond to any question you ask.

Question: Where is the information stored once it has been emailed?

Answer: The email remains within the Forces secure internal mail system in the CPA email folder until a member of the CPA team opens it and responds to your enquiry.

Question: Who has access to this information?

Answer: The mailbox can be accessed by the CPA team.

Question: How long is the information held for?

Answer: Depending on the query, the email is deleted after a response is given. If we need to forward your email to another team, if you have supplied your email address, we will copy you into this email. The other team will then respond to your enquiry which may take up to 7 working days.

Question: If a person wants to have the emailed information deleted, or removed from any Force database, or devices it has been saved to which email address do they send this request to and how long will the process take?  

Answer: Complete the CPA form making the request and all emails from yourselves will be removed form the CPA email folder.

Question: Will you be able to email them to let them know that you have deleted all the information from your systems?

Answer: If you have provided your email we will respond to your request within 7 working days (It may occasionally take longer due to annual leave or sickness).

Data Protection

Question: What are the reasons for collecting this information?

Answer: To enable staff working with the Data Protection Team to be able to log and process a request under Data Protection legislation.

Question: Where is the information stored once it has been emailed?

Answer: The Information is stored on a system/database called CycFreedom. A unique case file reference is created for each request and all information relating to this request is saved within the case file.  

Question: Who has access to this information?

Answer: The Data Protection Team who work within the Alliance Information Management Department. Access to CycFreedom is granted by the line manager.

Question: How long is the information held for?

Answer: Currently, policy D32 (Records Management) has been suspended following a national inquiry and therefore no information is being removed from the CycFreedom.  Following national guidance, Devon and Cornwall Police are expecting the policy to be reinstated from September 2018.

Question: If a person wants to have the emailed information deleted, or removed from any Force database, or devices it has been saved to which email address do they send this request to and how long will the process take.

Answer: An email should be sent to Data Protection Alliance for consideration in a timely manner.

Question: Will you be able to email them to let them know that you have deleted all the information from your systems?

Answer: An email response will be sent to the individual detailing the outcome and any action taken.

Disclosures: Freedom of Information requests

Question: What are the reasons for collecting this information?

Answer: To enable staff working with the Freedom of Information Team to be able to log and process a request under Freedom of Information legislation.

Question: Where is the information stored once it has been emailed?

Answer: The Information is stored on a system/database called CycFreedom. A unique case file reference is created for each request and all information relating to this request is saved within the case file.  

Question: Who has access to this information?

Answer: The Freedom of Information Team who work within the Alliance Information Management Department.  Access to CycFreedom is granted by the line manager.

Question: How long is the information held for?

Answer: Currently, policy D32 (Records Management) has been suspended following a national inquiry and therefore no information is being removed from the CycFreedom.  Following national guidance, Devon and Cornwall Police are expecting the policy to be reinstated from September 2018.

Question: If a person wants to have the emailed information deleted, or removed from any Force database, or devices it has been saved to which email address do they send this request to and how long will the process take.

Answer: An email should be sent to foi@devonandcornwall.pnn.police.uk for consideration in a timely manner.

Question: Will you be able to email them to let them know that you have deleted all the information from your systems?

Answer: An email response will be sent to the individual detailing the outcome and any action taken.

Horse watch

Question: What are the reason for collecting this information? 

Answer: Contact information is needed for us to be able to provide a response to any queries that the sender may be asking.

Question: Where is the information stored once it has been emailed?

Answer: The email is stored in the “Horse Watch” inbox on OUTLOOK

Question: Who has access to this information?

Answer: The Chair of DaCCWA and 2 PCSO Horse Watch coordinators.

Question: How long is the information held for? 

Answer: The information is held until the system removes it – or the sender wants it removed.

Question: If a person wants to have the emailed information deleted, or removed from any Force database, or devices it has been saved to which email address do they send this request to and how long will the process take?

Answer: Please complete the Horse Watch form to make the request and as soon as the request is received and all emails found they will be deleted. This could take up to 30 days.

Question: Will you be able to email them to let them know that you have deleted all the information from your systems? 

Answer: Yes.

Public Relations and Campaigns

What happens next

The team aim to respond to your email within 7 working days if you have supplied your email address.

In more detail

Question: What are the reasons for collecting this information?

Answer: To enable you to send a message to the team. We do not require your information to respond to your enquiry unless you want a response.

Question: Where is the information stored once it has been emailed?

Answer: The email remains within the Forces secure internal mail system in the Public Relations and Campaigns email folder until a member of the team opens it and responds to your enquiry.

If we need to forward your email to another team, if you have supplied your email address, we will copy you into this email. The other team will then respond to your enquiry which may take up to 7 working days.

Question: Who has access to this information?

Answer: The Public Relations and Campaign team.

Question: How long is the information held for?

Answer: Once we have responded or forwarded your email we will delete it or we may archive the email within the Force's email handler for up to 12 months if we think we may need to refer back to it.

Question: If I want to have the emailed information deleted, or removed from the teams email box which email address do I send this request to and how long will the process take.

Answer: Please complete the Public Relations and Campaign email form with your request. If we have forwarded your email to another team and then deleted it, it will be the other teams responsibility to delete it once they have responded to the email.

Question: Will you be able to email me to let me know that you have deleted all the information from your team email box?

Answer: If you have provided your email we will respond to your request within 7 working days.

Speed Watch

What happens next

Question: What are the reason for collecting this information?

Answer: If someone used this form to contact Speed Watch we would need the information provided to be able to contact them back.

Question: Where is the information stored once it has been emailed?

Answer: The email remains within the Forces secure internal mail system in the email folder until deleted once dealt with.

Question: Who has access to this information?

Answer: Only the Speed Watch co-ordinator.

Question: How long is the information held for?

Answer: No set period of time, but once the email has been dealt with it is deleted as there is no reason for holding onto a general query.

Question: If a person wants to have the emailed information deleted, or removed from any Force database, or devices it has been saved to which email address do they send this request to and how long will the process take.

Answer: They could complete the Speed Watch form and I would action – no set time just when mailbox is dealt with hopefully within day of email being read.

Question: Will you be able to email them to let them know that you have deleted all the information from your systems?

Answer: Yes.

Victim services

What happens next

The team aim to respond to your email within 5 working days if you have supplied your contact details.

In more detail

Question: What are the reasons for collecting this information?

Answer: To enable you to send a message to the team. We do not require your information to respond to your enquiry unless you want a response.

Question: Where is the information stored once it has been emailed?

Answer: The email remains within the Forces secure internal mail system in the email folder until a member of the team opens it and responds to your enquiry. The email is then deleted. If the email content is of concern it will be transferred to the Forces crime and intelligence recording software.

If the email is forwarded to another team, if you have supplied your email address, we will copy you into this email. The other team will then respond to your enquiry which may take up to 7 working days.

Question: Who has access to this information?

Answer: The Victim Services team.

Question: How long is the information held for?

Answer: Once we have responded or forwarded your email we will delete it.

Question: If I want to have the emailed information deleted, or removed from the teams email box which email address do I send this request to and how long will the process take.

Answer: Please complete the Victim Services form with your request. If we have forwarded your email to another team and then deleted it, it will be the other teams responsibility to delete it once they have responded to the email. If the information has been entered onto our Forces crime and intelligence recording software then an email would need to be sent to 101 or the data protection team.

Question: Will you be able to email me to let me know that you have deleted all the information from your team email box?

Answer: If you have provided your email we will respond to your request within 5 working days.

Youth Issues team

What happens next

Question: What are the reason for collecting this information?

Answer: So that we can respond to any question you ask

Question: Where is the information stored once it has been emailed?

Answer: Retained in email folder on Outlook. As information is a general enquiry, I will usually signpost to the right dept, nearly always Cadets.

Question: Who has access to this information?

Answer: Youth Services team, and then any department/geographic location the contact form refers to, to enable them to respond directly to the enquiry

Question: How long is the information held for?

Answer: Until fully dealt with. As general enquiries, often deleted within days. If it is crime related, contacted to advice to use appropriate method of contact then deleted.

Question: If a person wants to have the emailed information deleted, or removed from any Force database, or devices it has been saved to which email address do they send this request to and how long will the process take.

Answer: Youth Issues Team (7 days)

Question: Will you be able to email them to let them know that you have deleted all the information from your systems?

Answer: Yes

Message an Officer - Local Policing teams

Question: What are the reasons for collecting this information?

Answer: To collect suitable information to respond to the query submitted and then reply to you if required.

Question: Where is the information stored once it has been emailed?

Answer: The email remains within the Forces secure internal mail system until a member of the local policing team opens it and responds to your enquiry or forwards on to another team if they are not able to respond. The email will then be deleted.

If we need to forward your email to another team, if you have supplied your email address, we will copy you into this email. The other team will then respond to your enquiry which may take up to 7 working days.

Once we have responded or forwarded your email we will delete it from the local policing mail box.

Question: Who has access to this information?

Answer: The local policing team.

Question: How long is the information held for?

Answer: We hold onto the email until we have responded or actioned it which in the majority of cases will be within 7 working days but could be up to 30 working days depending on whether we are relying on another team to get back to us or if people are on annual leave or ill.

Question: If I want to have the emailed information deleted, or removed from the local policing mail box which email address do I send this request to and how long will the process take.

Answer: Please complete the form to make this request although as we aim to answer your email and then delete, or forward your email and then delete it within 7 working days we may have already deleted your email by the time you send the email to ask us to do so. If we have forwarded your email to another team we will have deleted it, it will then be the other teams responsibility to delete it once they have responded to your email.

Question: Will you be able to email me to let me know that you have deleted all the information from your email box?

Answer: If you have provided your email we will aim to respond to your request within 7 working days.

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