Information Management and Privacy Policy

Purpose. This policy governs how police information is collected, stored, accessed, shared and disposed of so that privacy and evidential integrity are protected.

1.Purpose and scope

Police information includes incident records, custody records, exhibit records, intelligence products, statements, images and body worn camera footage. This policy applies to every system and every paper record held by the service. It gives effect to the Privacy and Data Protection Act and the service's obligations under the Evidence Act.

2.Collection

Members will collect only the personal information needed for a lawful policing purpose. Where practicable, members must tell the person why the information is being collected and who it will be shared with. Information must be recorded accurately, in the correct system, and attributed to the member who collected it.

3.Access

Members must access police information only where there is a genuine need connected to their duties. Every access to the incident log, custody register and exhibit register is audited. Browsing records about family, friends, neighbours or public figures without a policing purpose is misconduct and will be referred under the Code of Conduct.

4.Sharing and disclosure

Information will be shared with other agencies only where a law permits it or where it is necessary to prevent a serious threat to life, health or safety. Requests from courts, lawyers, insurers and the media must be routed through the district information officer. Members must not discuss operational matters on social media or with the media without approval.

• Court orders and subpoenas: information officer
• Family violence information sharing: authorised members only
• Media enquiries: District Superintendent or delegate
• Victim updates: investigating member with a record in the incident log

5.Storage and security

Electronic records will be stored only in the district systems and never on personal devices or private email. Paper records must be kept in locked cabinets and returned to the registry at the end of each shift. Exhibits and their records must be handled under the Exhibit Handling and Continuity Procedure.

6.Retention and disposal

Records will be retained for the periods set by the public records authority. Records connected to an open investigation, prosecution, complaint or inquest must not be disposed of. Disposal will be approved in writing by the information officer and recorded.

7.Breaches

Any suspected loss, theft or misuse of police information must be reported to a supervisor immediately and recorded in the incident log. The information officer will assess whether the breach must be notified to the privacy regulator and affected people. Lessons from each breach will be recorded in the hazard and risk register.