Sharing information with partners

Sharing personal information effectively with partners means both providing them with personal data about council clients and employees and obtaining personal data about individuals from them. Guidance is provided below for each scenario.

Providing personal information to third parties

If you are asked to provide personal information to the Police for the purposes of preventing or detecting crime, apprehending or prosecuting offenders you should ask for the request to be put in writing using their Form 277 Data Requisition Form and forwarded to the Information Governance Team

Trading Standards are responsible for dealing with all such requests from the Police in respect of their own investigations.

Personal information can be disclosed to the police or another relevant organisation, provided the information requested is for the purposes of preventing or detecting crime, apprehending or prosecuting offenders or assessing or collecting any tax or duty.

We have the power to disclose personal data for any of these purposes, under Section 29(3) of the Data Protection Act 1998, provided the information requested is specifically for those purposes and not releasing the information would be likely to prejudice (that is significantly harm) any attempt to prevent crime or catch a suspect.

If you have any queries regarding a request you have received to share information for the purposes of criminal investigations, please contact the Information Governance team by emailing the Access to Information – Mailbox or phone 01392 380100.

Obtaining personal information from third parties

If you experience an obstacle when trying to get information from a third party to help you do your job you have the following options:

  • Explain to the third party precisely what information you require and why

  • State any powers to share that may enable the sharing to take place

  • Outline the effects of not sharing the information including detriment to the parties concerned

  • Ask to escalate any blockages  to the Senior Management of the third party

  • Refer the matter to your line manager

  • Seek advice from the Council’s Legal Services Team or contact the Information Governance Team.

When you request personal information from another organisation you must ensure that you provide sufficient information to enable the disclosing organisation to:

  • identify you as someone authorised to request such information

  • satisfy themselves that you/your organisation is legally entitled to receive the information.

When requesting information:

  • state your name, job title, department and organisation’s name

  • provide the service user’s name, date of birth and address

  • make it clear what information you are requesting disclosure of and why

  • confirm the legislation or the reason for the request, for example is the information:

    • necessary to apprehend or prosecute an offender

    • necessary to comply with a legal ruling or court order

    • necessary to prevent or detect a crime

    • necessary to protect the vital interests of an individual

    • required as part of a child protection enquiry

  • make sure any information you ask for is adequate and relevant for your purpose and not excessive

  • state if you have obtained consent from the individual for the release of their information to you and enclose a copy of that written consent

  • explain what the consequences of non disclosure could be (i.e risk of harm to an individual, non compliance with a legal order, unable to complete business critical tasks).

Requesting information from third party organisations