Police & Third Party Requests

The University aims to assist police inquiries reasonably and asks that all requests are submitted on an official Data Protection Request Form and include the following:

• Specifies what personal data is being requested. 
• An official request, on an official Data Protection Request Form.
• Confirmation that the information is necessary for an investigation involving national security, crime prevention or detection, or the apprehension or prosecution of offenders.
• Authorisation by an Inspector or higher-ranking officer.
• Personal data that is necessary for a legitimate investigation will normally be released. 

Swansea University has refined its procedures for managing these requests as follows:

Office Hours:

• Officers should email a Data Protection Request form to myunihub@swansea.ac.uk.
• This form MUST be completed and signed by an Inspector or higher-ranking officer.
• The request will then be considered by relevant members of Swansea University staff and a response will be provided as appropriate.

Out of Hours Emergency Requests:

• For emergencies outside of office hours, contact Security at 01792 604271.
• Security will liaise with the Incident Management Team to authorize the provision of the information.

Other agencies may not use standard forms but should provide:

• A written request on official letterhead, signed by an officer.
• A description of the required information and the nature of the investigation.
• Confirmation that the information is necessary for the investigation.

The University should retain copies of all requests, correspondence with the law enforcement agency, and any data released for six years.

Any questions or issues regarding written requests from law enforcement agencies, should be directed to the Univeristy's Information Compliance Officer at dataprotection@swansea.ac.uk

However, Data Protection legislation includes exemptions allowing personal data to be disclosed to law enforcement agencies without the consent of the subject of the data, regardless of the purpose for which the data were originally gathered.

 In particular, personal data may be released if:

• The information is required for safeguarding national security; or
• Failure to provide the data would prejudice the prevention or detection of crime, the apprehension or prosecution of offenders, or the assessment or collection of any tax or duty.