THE SHARING PROCESS Sample Clauses

THE SHARING PROCESS. 4.1 On a daily basis members from the Lincolnshire Fire & Rescue Service control room, complete a Form ARSON 01 when Arson is suspected. This form will then be e- mailed via secure methods to a member of the Arson Task Force. 4.2 Once a Form ARSON 01 has been received by the Arson Task Force, the information from that form will be utilised to ensure that the information is made available to the police, i.e. updates regarding addresses, and witness details. 4.3 If the police systems, Command and Control and Niche, have been searched by the vetted member of the Arson Task Force and Lincolnshire Police are not aware of the incident then they will notify the Neighbourhood Police Team or call the Force Control Room on 101 and report the incident. This will ensure an audit trail of any disclosures made by the Arson Task Force. 4.4 Handling requests for information - all information shared will relate to the completion of Form ARSON 01. If Form ARSON 01 includes Personal data, it will be marked as ‘Official’. As both organisations have access to secure email, then email correspondence between them is acceptable from within their respective organisations. 4.5 Replies to requests must be made as soon as is practicable, and in any case within ten working days. 4.6 The Arson 1 Forms will be stored and managed within the Arson Task Force Office behind at least one locked barrier and will be stored for 6 years. 4.7 Ad hoc requests

THE SHARING PROCESS. 4.1 Information will be shared using the most appropriate means of communication taking into consideration, for example, the nature of the information to be shared and the urgency. Partners will ensure that appropriate technical and organisational security measures are in place when sharing information. 4.2 Written requests and responses should be done via secure/ encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: ▇▇▇▇▇://▇▇▇.▇▇▇▇▇▇▇▇.▇▇▇/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager. 4.3 The primary forum for information sharing will be the scheduled ELT (Event Leadership Team) meetings which take place each day throughout the duration of the event. These are attended by Police, Event and Security Company leads. Subject to immediate operational requirements, there may also be considered information sharing between these same partner SPOCs outside such meetings but only during the course of the event. 4.4 There may be occasions where staffs from either party to this agreement that are not named as the SPoCs share personal data. Where this occurs, a record should be made of what was shared, who it was shared with, why, when and how. Police officers/ staff should record this information against the relevant incident log on command and control. 4.5 Images of individuals for identification purposes may be disclosed on a case-by case basis. The image should only be disclosed in relation to the purposes stated within this agreement and should not be made publicly available. The image must be held securely when it has been released to Engine No. 4 and must be locked behind at least one barrier (see Appendix 4 for further information relating to the storage and handling of the information). When the festival has taken place the image should be returned to the police SPoC or destroyed immediately, unless an identification is made which results in legal process and the image is to be seized by Lincolnshire Police as evidence in accordance with the Police and Criminal Evidence Act. 4.6 Ad hoc requests

THE SHARING PROCESS. 4.1 All requests for information MUST be made in writing using the Lincolnshire County Council Children’s Services Request Form (copy at appendix 4). Without this form, ALL applications (except in urgent cases, see 4.8) will be rejected and returned. The request form (Appendix 4) is utilised for the following reasons: It records the request for information and the necessity to do so. It provides evidence of consultation between the Police and Lincolnshire County Council Children’s Services in relation to a referral about a child in need. It assists to record the decision-making process where a child is suspected to be suffering, or likely to suffer, significant harm and Section 47 Children Act enquiries are required to be undertaken. 4.2 Requests and replies to requests must be made via a secure encrypted e-mail system. Where the partner does not have access to a secure encrypted e-mail system, the information must be encrypted via some other means, such as Windows password encryption, and the password sent via other means, such as telephone. 4.3 Forms must be completed electronically; endorsement of Children’s Services staff must be completed prior to emailing to IMU/PSH. 4.4 Disclosure of information replies to requests must be made within 10 working days, from receipt of the request except in urgent cases (see 4.8). Lincolnshire County Council Children’s Services staff are encouraged to apply at the earliest opportunity. Requests for such information from PVP staff either locally or at conference will not be accepted. 4.5 The Data Protection Supervisor in the Information Management Unit (IMU) will be consulted in respect of each instance where information is to be disclosed and will undertake the decision-making role and record same; except in cases involving a Section 47 Joint Agency Investigation, where the D/Sgt in the Police Safeguarding Hub will carry out this function. 4.6 In the initial stages of a child protection or child in need referral, it can be difficult to determine a course of action or whether a single or multi agency enquiry will result. Information may be disclosed on receipt of a referral or during a strategy discussion or meeting by PVP staff. However, all information disclosed by either the ▇▇▇▇ team or the PSH must be recorded on the NICHE occurrence on the OEL under the header DISCLOSURE, this will also be added to the disclosure form which will be attached to the NICHE occurrence, a copy of which will be sent to Lincolnshire Cou...

THE SHARING PROCESS. 4.1 What: The following information will be shared:  The occurrence type is sudden death,  The stats class is sudden death,  There is a comment of suicide or  The person is classed as deceased (to avoid those who are mentioned as suicidal and have previously tried unsuccessfully).  Name of deceased  Address and postcode of deceased  Age at time of death  Gender

THE SHARING PROCESS. 4.1 Police Referrals Process • Upon attendance at a suicide, referral data will be collected by the attending officer, when the next of kin or close friend or family member has consented to the referral. • The referral data will be sent direct to The Tomorrow Project. 4.2 If the disclosures are completed by email this must be done via a secure/encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: ▇▇▇▇▇://▇▇▇.▇▇▇▇▇▇▇▇.▇▇▇/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager. 4.3 Ad hoc requests

THE SHARING PROCESS. 4.3 Handling Requests for Information - all requests for Lincolnshire Police information must be made in writing using Form A - Request for Personal Information (see Appendix 4). Requests for information must be accompanied by an Explicit Consent Form (see Appendix 5). The Explicit Consent form must be completed by the data subject prior to any police disclosure being made. The decision to provide information will be documented on Form B – Response to Request for Information. Both Form A and Form B will be retained by the Police SPoC within the file created for such purpose. Replies to requests must be made within ten working days. 4.4 If the disclosures are completed by email this must be done via a secure/encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: ▇▇▇▇▇://▇▇▇.▇▇▇▇▇▇▇▇.▇▇▇/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager. 4.5 Ad hoc requests

THE SHARING PROCESS. 4.1 Relevant information will be shared by minuted meetings and secure email exchanges. 4.2 For a formal information request outside of the minuted meetings, Partner Agencies must submit a P698A – request for personal information form to the following email address: ▇▇▇▇▇▇▇▇▇@▇▇▇▇▇.▇▇▇.▇▇▇▇▇▇.▇▇ 4.3 The decision to provide information will be documented on a Police disclosure form and returned via a secure email. Both the request and disclosure form will be stored on Niche. 4.4 If the disclosures are completed by email this must be done via a secure/encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: ▇▇▇▇▇://▇▇▇.▇▇▇▇▇▇▇▇.▇▇▇/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager. 4.5 Replies to requests must be made within 10 working days when submitted to the Infoshare email. 4.6 Ad hoc requests

THE SHARING PROCESS. 4.1 Police Referrals Process a) Upon attendance at a suicide, referral data will be collected by the attending officer, when the next of kin or close friend or family member has consented to the referral. b) The referral data will be extracted the morning after the incident by Crime Support Researcher and transferred to a spreadsheet. c) The spreadsheet will then be emailed to the appropriate Partner(s) using the below email address: d) The spreadsheet containing the personal data will be password protected. The password to the spreadsheet will be sent via separate email for security purposes. e) Each completed spreadsheet and record of emailing the spreadsheet will be retained on Police systems for a period of two years. 4.2 If the disclosures are completed by email this must be done via a secure/encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: ▇▇▇▇▇://▇▇▇.▇▇▇▇▇▇▇▇.▇▇▇/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager. 4.3 Ad hoc requests

THE SHARING PROCESS. 4.1 Handling Requests for Information - all requests for Lincolnshire Police information must be made in writing using Form A - Request for Personal Information. Completed form should be submitted to the following email address: ▇▇▇▇▇▇▇▇▇@▇▇▇▇▇.▇▇▇.▇▇▇▇▇▇.▇▇ The decision to provide information will be documented on Form B – Response to Request for Information. Both Form A and Form B will be retained by the Police SPoC within the file created for such purpose. 4.2 If the disclosures are completed by email this must be done via a secure/encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: ▇▇▇▇▇://▇▇▇.▇▇▇▇▇▇▇▇.▇▇▇/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager. 4.3 Replies to requests must be made within ten working days. 4.4 Ad hoc requests