Privacy Policy

PRIVACY STATEMENT – Your Data on the Knowledge Hub.

Defined terms used in this Privacy Policy have the same meanings as the terms defined in the Terms & Conditions.

This policy sets out the personal data we collect about you, why we collect it and how we treat it. It is important that you read this policy so that you are fully aware of how and why we are using your personal data.

The Knowledge Hub (our site) is not intended for children and we do not knowingly collect data relating to children.

What Information Is Being Collected?

Personal data, or personal information, means any information about an individual from which that person can be identified.  It does not include data where the identity has been removed (anonymous data).  

We may collect, use, store and transfer different kinds of personal data about you, which we have grouped together as follows:

  • Identity Data includes first name, last name, title, date of birth and gender.
  • Contact Data includes email address and telephone numbers.
  • Profile Data includes your username and password, job title, organisation and other biographical details.
  • Technical Data includes traffic and location data, weblogs and other communication data, and information from your computer, such as your IP address, browser type and version, operating system, browser plug-in types and versions and platform and other technology on the devices you use to access our site, and cookies information in accordance with our Cookie Policy [INSERT LINK HERE].
  • Usage data includes information about how you use our site and services.
  • Communications Data includes your communication preferences.

We also collect, use and share Aggregated Data and Anonymised Data such as statistical or demographic data for any purpose, for example, for the purpose of reviewing and aiding the effectiveness of our communication activities.  Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity.  For example, we may aggregate your usage data to calculate the percentage of users accessing a specific feature on the Knowledge Hub.  However, if we combine or connect Aggregated Data or Anonymised Data with your personal data so that it can directly or indirectly identify you, we treat this combined data as personal data, which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data).  Nor do we collect any information about criminal convictions and offences.

Who Is Collecting It?

PFI Knowledge Solutions Ltd, trading as ‘PFIKS’, registered address: 1 London Street, Reading, RG1 4PN collects your personal data on behalf of The Police ICT Company Ltd (the ‘’Company’’), registered in England and Wales, Company Registration Number: 08113293 and address: PO Box 36451, 182 Bishopsgate, London, England, EC2M 4WN. 

The Company is the controller and responsible for your personal data.  PFIKS is the processor of your personal data and collects your personal data on behalf of the Company, the controller.

How Is It Collected?

You provide personal data to us via registration, completing your profile and when you interact with the Knowledge Hub (by uploading content to, or socially interacting on, the Knowledge Hub).

We may, on occasion, ask you for additional information, for example, to support the development of the site. This may be provided in survey form, or through face-to-face or telephone conversations.

Why Is It Being Collected?

To participate in the Knowledge Hub, we need to know who you are. The Knowledge Hub is a collaborative environment, which encourages its members to share knowledge and information with each other at an OFFICIAL security level. Our communities of practice are built on trust and enable members to develop professional connections, therefore we ask for at least your name and email address, so you can be identified by your colleagues and invited to join groups and connect with people. We encourage members voluntarily to provide additional profile information to get the best out of the Knowledge Hub.

We collect statistical information about your usage of the Knowledge Hub to understand and monitor how the site, its networks and groups are being used.

We will only use your personal data when the law allows us to.  Most commonly, we will use your personal data in the following circumstances:

  • where you have given your consent to the collection and processing of your personal data;
  • where we need to perform the contract or provide services to you; and
  • where it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us.

How Will It Be Used?

We use personal data held about you in the following ways:

Purpose/Activity Type of Data Lawful Basis for Processing
To register you as a user of the Knowledge Hub
  1. Identity
  2. Contact
Performance of a contract with you
To administer and support the Knowledge Hub and your use of the site
  1. Identity
  2. Contact
  3. Usage
Performance of a contract with you
To help network and group administrators support and successfully facilitate their networks and groups
  1. Identity
  2. Contact
  3. Profile
Performance of a contract with you
To allow you access to relevant networks, groups, functions and content on the Knowledge Hub
  1. Identity
  2. Contact
  3. Profile
Performance of a contract with you
To contact you by email from time to time to inform you of major changes on the Knowledge Hub, or ask for your views about the site
  1. Identity
  2. Contact
  3. Usage
Performance of a contract with you
To contact you from time to time to manage our relationship with you which will include asking you to leave a review or take a survey
  1. Identity
  2. Contact
  3. Profile
  4. Communications
Performance of a contract with you
To contact you from time to time by email to keep you informed of any periods of downtime or unavailability of the Knowledge Hub wherever possible
  1. Identity
  2. Contact
Performance of a contract with you
To enable you – and all members of the Knowledge Hub – to search for and connect with other members
  1. Identity
  2. Contact
  3. Profile
Performance of a contract with you
To enable you – and all members of the Knowledge Hub – to identify you when you post content or socially interact within the site
  1. Identity
  2. Contact
  3. Profile
Performance of a contract with you
For assessment and analysis, so we can review, develop and improve our services
  1. Technical
  2. Usage
Performance of a contract with you
To investigate any actual or suspected breach of the terms of use of the Knowledge Hub
  1. Identity
  2. Contact
  3. Profile
  4. Technical
  5. Usage
  1. Performance of a contract with you
  2. Performance of a task carried out in the public interest or in the exercise of official authority vested in us
Storage of your personal data for the purposes set out in this table
  1. Identity
  2. Contact
  3. Profile
  4. Technical
  5. Usage
Performance of a contract with you

Who Will It Be Shared With?

We may have to share your personal data with the parties set out below for the purposes set out in the table above.

  • Registered members of the Knowledge Hub: Your name will be shared with all registered members of the Knowledge Hub via display on your profile page. It is also always attached to any content you post or social interaction you make, along with data about when the activity happened. You may decide who sees all other aspects of your profile by adjusting your privacy settings.
  • Other third parties: Network and Group Administrators, so they can facilitate and support networks and groups you belong to, our service providers who provide IT and systems administration support services, so they can technically support and administer the site.  Our system administrators have access to all content on our site, including user profiles, content which is posted by members and content on all Networks and Group pages.  This is to enable our system administrators to perform their roles in supporting and maintaining our site, responding to (and resolving) issues or problems that are reported to us and ensuring that our site remains available to members in accordance with our website terms of use.
  • Business support partners: We may also disclose your information to external agencies that provide the Company with business support.  All such partners are approved by the Company.  

We have identified the types of personal data that is collected on the Knowledge Hub and who it is shared with in more detail in the table below:

Type of personal data: Shared With:
First name, surname, screen name Registered members of the Knowledge Hub
Email address As per user’s privacy settings, and Other Third Parties (Network and Group Administrators) on request
Job title, organisation As per user’s privacy settings, and Other Third Parties (Network and Group Administrators)
Biography, location, website, social media accounts, phone number, interests, skills As per user’s privacy settings
Content uploaded by user and social interactions Registered members of the Knowledge Hub
Group memberships and Connections Registered members of the Knowledge Hub
Last login and contribution dates Other third parties (Network and Group Administrators)
Last pages visited Other third parties (Network and Group Administrators)
Full user profile details System administrators

 

We also may disclose your identity to any third party who is claiming that any content posted or uploaded by you to our site constitutes a violation of their intellectual property rights, in accordance with our Acceptable Use Policy

We do not sell, trade or rent your information to other parties.

We reserve the right to give your personal information to a third party without your consent where we believe that such disclosure is:

  • Required by law;
  • Necessary to assist in the prevention or detection of any criminal action; and
  • Is in the overriding public interest and is permitted by law.

Protecting Your Data

We are committed to data security and we take all reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have in place physical, electronic and managerial procedures to safeguard the information you provide to us. Our security information in the help section provides more detail.

Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data.  These include rights to:

  • withdraw consent to processing at any time;
  • receive certain information about our processing activities;
  • prevent our use of your personal data for direct marketing purposes;
  • ask us to erase your personal data if it is no longer necessary in relation to the purposes for which it was collected or processed, or to rectify inaccurate data or to complete incomplete data;
  • restrict processing in specific circumstances;
  • challenge processing which has been justified on the basis of our legitimate interests or in the public interest;
  • request a copy of an agreement under which personal data is transferred outside of the EU;
  • object to decisions based solely on automated processing, including profiling;
  • prevent processing that is likely to cause damage or distress to you or anyone else;
  • be notified of a personal data breach which is likely to result in high risk to your rights and freedoms;
  • make a complaint to the Information Commissioner (www.ico.org.uk); and
  • in limited circumstances, receive or ask for your personal data to be transferred to a third party in a structured, commonly used and machine readable format.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights).  However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.  Alternatively, we may refuse to comply with your request in these circumstances.  

You can exercise any of the above rights at any time by contacting us at: knowledgehub@ict.police.uk.

International Transfers

We do not transfer your personal data outside the European Union.

Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

When you delete your account on our site we retain your personal data for a period of six months from the date you delete your account for the purposes of investigating any actual or suspected breach of the terms of use of the Knowledge Hub that may be notified after the date you delete your account.

Contact Us

To contact us, please email knowledgehub@ict.police.uk.

Data Protection Officer

The Company has appointed a Data Protection Officer.  To contact the Company’s Data Protection Officer, please email data.protection.officer@ict.police.uk