Scrutiny panel confidentiality agreement

Overview of the confidentiality agreement 

The chair reminds all concerned of the protocols within the confidentiality agreement.  This agreement is in place to specify the requirements and responsibilities of non-police attendees when attending this panel.

Information discussed by the panel is strictly confidential and must not be disclosed to any third parties outside of this meeting or without the agreement of the Police.  As an attendee of this meeting, I agree to the following conditions in relation to the sharing of Police information and shall:

1. Not access any information shared unless I have a legitimate business need to do so.
2. Agree to participate as a public panel member to view and scrutinise Lincolnshire Police incidents.
3. Understand my role is to observe information presented to me, which may include video recordings made by Lincolnshire Police, and provide feedback via Microsoft Forms and open discussion.
4. Immediately inform the facilitator if observe a person that is known to me, in any capacity, and I am aware I will not be able to continue with that part of the scrutiny panel.
5. Understand that any information shared or discussed during the scrutiny panel process is provided in the strictest confidence. I will not use or disclose of the information to any third party whatsoever.
6. Understand personal information includes any data which can identify an individual.
7. Not retain, extract, copy or share any information that is viewed or discussed, by any means on this panel.
8. Not allow any other person, who is not a panel member to view or hear the meeting or any footage shown from any device. Cameras must be turned on at all times and the use of Teams backgrounds is prohibited.
9. Understand and acknowledge that should I disclose any personal or sensitive information that I become aware of during the panel to any other persons, in any form including written or verbal, I will be in breach of Data Protection Act 2018 and GPDR and will be held liable during any subsequent investigation or prosecution.
10. Be aware that the panel will be held via Microsoft Teams and will be recorded for learning and development purposes and will be held and disposed of in accordance with Lincolnshire Police GDPR regulations.
11. Acknowledge that when an individual is subject of an incident this does not indicate any guilt or innocence.
12. Agree to comply with the terms of Data Protection Act 2018 and Computer Misuse Act 1990 these Acts outline your personal liability for any wilful or reckless act regarding misuse of information.
13. Report any potential data breach to the Police as soon as practicable and in any case within 48 hours.

All work undertaken at the meetings will be informed by a commitment to equal opportunities and effective practice issues in relation to race, gender, sexuality, and disability.

Purpose of the panel

Lincolnshire Police is committed to maintaining public trust and confidence and scrutiny is an integral part of ensuring that Lincolnshire Police maintains policing standards and delivers fair and equitable policing services to its communities.

External scrutiny allows members of the public to hold the Chief Constable and officers to account through an appropriate mechanism, which requires the explanation of the use of policing powers, tactics, and procedures.  Learning from scrutiny feedback contributes to and informs service improvements. Policing with communities is an evolving relationship and as such Lincolnshire Police seek to ensure that the scrutiny process affords the flexibility to accommodate established scrutiny issues alongside new and emerging issues of concern. Only in doing so will we effectively learn and evolve across the spectrum of policing services.

Read the full Terms Of Reference (TOR).

Signatory

I understand that information shared and discussed is subject to the Data Protection Act 2018 and that by knowingly or recklessly acting outside of this agreement, I may incur criminal and / or civil liabilities.

I have read, understood and accept the requirements of this Confidentiality Agreement and agree to abide by these conditions.  The information is shared for a specific purpose which is relevant and proportionate to the meeting.  Any further dissemination of this information must be agreed by the Police.

I hereby agree that the information in this document is correct and confirm that my electronic signature authenticates this agreement.