Records Management and Retention Periods for Personal Data
Date of request: 5 February 2025
Reference: 173-25
Request
I would be grateful if you would clarify the rules surrounding the acquisition manipulation and storage of such personal data. In particular I would like to be informed exactly what the rules are around retention of such information. Is it kept for a certain period and then erased? If so, what is the period of retention? Or is it kept for an indefinite period and possibly for ever?
Response
The information requested is available in the public domain. Links have been provided in the paragraphs below, alongside explanations of the information they direct to.
Avon and Somerset Police are governed by the Code of Practice on Police Information and Records Management 2023 (PIRM). This is a Statutory Code of Practice and guidance, setting national principles for police information and records management. PIRM replaced the Code of Practice on the Management of Police Information 2005 (MoPI). However, retention periods for each MoPI offence group still apply.
We also follow:
- NPCC Guidance on the Minimum Standards for the Retention and Disposal of Police records. This national document, which is currently under review, was produced by the National Police Chief’s Council (NPCC) to assist police forces in their statutory responsibility to comply with Data Protection legislation.
- College of Policing Authorised Professional Practice (APP) in relation to the Review, Retention and Disposal of information. This explains what information is held by the police, for what purposes and for how long.
Further information is available on the privacy page of our website. This includes our Privacy Notice, which explains the ways in which Avon and Somerset Police collect, use, and protect personal information. It also lists individuals’ rights under Data Protection law. These include the right of access: if you think Avon and Somerset Police holds information about you, you have the right to find out if your personal data is being processed, request access to that data (subject access). It is also possible to then exercise the additional rights under Data Protection legislation.
As the requested information is available via the links provided, your request falls within the Section 21 exemption of the Freedom of Information Act. Section 21 is an absolute and class based exemption and as such does not require a harm and public interest test. This serves as a refusal notice under section 17(1) of the FOI Act.