This privacy notice sets out how Police Federation of England and Wales ("PFEW") will process your personal information in connection with the Menopause survey 2023 (the "Survey").

Whilst this privacy notice is addressed to all Survey participants, the PFEW will only process the personal data of its own members in connection with the Survey.

The Survey is a joint project being conducted by the PFEW, Unison, the Police Superintendents' Association, the British Transport Police Federation and the National Police Chiefs' Council (the "Survey Partners"). If you are a member of a Survey Partner, the PFEW will not process your personal data and will only receive your anonymous responses to the Survey.

If you are a member of a Survey Partner, your Survey Partner may process your personal data in connection with the Survey. You can find out more about your Survey Partner's responsibilities by reading their privacy policy or by contacting them using the contact details they have provided.

Neither the PFEW nor its Survey Partners will collect or process any data concerning health or any other special categories of personal data of PFEW members or Survey Partners members in connection with the Survey. This is because all Survey responses are anonymous.

The PFEW will take steps to ensure that nobody is identified or identifiable from the Survey responses they provide.

What do we collect from you?
We collect information about our members, which is provided to us by police forces or direct from yourself. This information includes, but may not be limited to:
• Name
• Address
• Email
• Force
• Division/Station
• Contact telephone number
• Date of birth
• National insurance number
• Warrant number

How do we use your information?
Whilst the PFEW collects the information set out above. For the purposes of the Survey, the PFEW will only use your Name and Email to send you a copy of the Survey.

Sharing Your Information
We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it.

They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
In some circumstances we are legally obliged to share information. For example, under a court order, but in any such scenario, we’ll satisfy ourselves that we have a lawful basis on which to share the information and document our decision making and satisfy ourselves we have a legal basis on which to share the information.

Security
We use a variety of organisational, physical and IT security measures to help safeguard your personal information.

Locations of Processing
Your personal information will be stored within the EU.

Legal Basis
When we process your personal information in accordance with the Survey, we do so where we have a legitimate interest in doing so, provided it is not outweighed by your right to privacy.

Your Rights
You have the right, as may be applicable, to request:
• Access to the personal information you have given to us
• Rectification of information you think is inaccurate
• Erasure of your personal information in certain circumstances
• Restriction of or objection to our processing where you dispute information we have
• Portability of your personal information
• If you would like to exercise any of these rights, please contact the DPO at the details given below.

Data Protection Officer and Contact information:
If you wish to contact our DPO or have any questions, comments, complaints or requests regarding this privacy policy or our processing of your information, please contact us:
Data Protection Office
Police Federation of England and Wales
Federation House
Highbury Drive
Leatherhead
Surrey
KT22 7UY
Email: dataprotection@polfed.org

If you wish to lodge a complaint, you can contact the Information Commissioner’s Office at:
ICO Wycliffe House
Wycliffe Lane
Wilmslow
Cheshire
SK6 5AF
https://ico.org.uk/global/contact-us