Police Portal

Welcome to the Police Portal. This is the one stop shop for police contact within the Trust. 

If you are a member of the Police Force and are looking to obtain records, you will need to complete a Data Protection Act Form (DPA) from the NPCC. 

Police officers do not need to put in a Data Protection Act Form if you are requesting body worn video footage, you can put in your request directly to the body worn video team via the request form below.

Under Schedule 2 Part 1 Paragraph 2 of the Data Protection Act 2018 and GDPR Article 6(1)(d) you are required to provide South Western Ambulance Service Foundation Trust NHS Trust with the correct documentation for the records to be released.

These forms are unique to each Police Force and you should be able to obtain these from either your DPO/Governance Team or via your Intranet.

The Information Governance Team is open Monday to Friday 08:30 to 17:00. 

We can be contacted via our website SDPlus.InformationGovernance@SWAST.nhs.uk . 

When records are available, we aim to reply to you within 48 working hours (Mon – Fri). If you wish to chase a case urgently please either call one of the team on :- 07825 454993 or the IG Manager on  07733940910.

All Data Disclosure requests for information must include:

  • The patient's / individual's written authority to release information to the Police OR
  • A Data Protection Act 2018 request form. 

All Police requests for information must:

  • Be signed by the requestor and countersigned.  The countersignature must be at least one rank higher than the requesting officer  (Signatures must be accompanied by printed name and collar number i.e. PC Joe Bloggs SW123 or Insp. A N Other WS579).  Signatures need to be in a wet format and not electronic.
  • The time, date and location of the incident, including time call passed to the Ambulance Service of originated from a 999 call direct to the Police.
  • The offence(s) being investigated.
  • What information is required i.e. Patient Clinical Record, 999 Call Recording.
  • The reason the information is required.
  • A return email address – name@xxforce.pnn.police.uk

Please note: We will be unable to process any Police requests for information where the details outlined above are not received with your application.

If your request relates to any of the below, this will need to be passed to our Safeguarding team directly on swast.safeguarding@nhs.net

  • Child Death related incidents
  • Any request involving a child
  • Where a PCR has a referral on it
  • Any requests involving care/nursing/residential homes
  • Incidents involving Rape, Domestic Abuse, Psychological Abuse, Coercive/Controlling behaviour,
  • Financial Abuse, Sexual Assault Incidents involving vulnerable adults
  • Any requests from Social Care, Named Nurse, Livewell South West, Hospital Safeguarding Family Court requests
  • Anything mentioning Section 42 or Section 47
  • Domestic Homicide

Where available the following information should also be included:

  • The patient’s name and address.
  • The name of the hospital the patient was conveyed to (where applicable).
  • The SWAST incident reference number (where known).
  • The Crime Reference number or Police Authority serial number.

All recordings and documentation will be sent to you via secure email. 

Thank you, if you have any questions, please do not hesitate to contact the IG Manager SDPlus.InformationGovernance@SWAST.nhs.uk . 

Police CCTV Request Form

This form is for requests from Police only. Requests from other parties will not be accepted. Please read the guidance notes at the bottom of the page to understand how long CCTV is held for. This form should only been completed if CCTV has not been requested internally.

Guidance notes:

Ambulance CCTV Systems:

Fiat Ducato (19 plate onwards)

5 Camera system, covering forward facing, near side forward facing, off side forward facing, rear reversing camera, internal saloon camera, with audio.

Internal camera only activated on press of the emergency button or CCTV button on control panel;

External cameras will record from ignition on until ignition off, and for one hour after the ignition off;

Minimum period of footage held on hard disk (4 weeks).

 

Mercedes Sprinter (64 plate onwards)

5 camera system, covering forward facing, near side rear facing (above the side door), offside forward facing, rear reversing camera, internal saloon camera with audio;

Internal camera only activated on press of the emergency button or CCTV button on control panel;

External cameras will record from ignition on until ignition off and for 30 minutes after the ignition off;

Minimum period of footage held on hard disk (2 weeks).

 

Mercedes Sprinter (11 to 64 plates)

4 camera system, covering forward facing, near side rear facing (above the side door), rear reversing camera, internal saloon camera with audio;

Internal camera only activated on press of the emergency button or CCTV button on control panel;

External cameras will record from ignition on until ignition off and for 30 minutes after the ignition off;

Minimum period of footage held on hard disk (2 weeks)

 

Mercedes Sprinter (pre 11 plates)

No CCTV fitted

 

Rapid Response Vehicles

Skoda Scouts

2 camera system - forward facing and rear facing;

Cameras will record from ignition on until ignition off and for 30 minutes after the ignition is switched off;

Minimum period of footage held on hard disk (4 weeks)

 

Please note:

A one hour timeframe is the maximum CCTV that will be downloaded unless for an indictable offence where justice will be seriously prejudiced without longer footage, or indeed the incident occurred for over an hour.

CCTV will be shared through VueCloud. This will come as a link in an email and a further email will be sent with the code required to view the CCTV for security purposes.

If you require CCTV to be downloaded on a disk, a seizure statement and working copy/master copy, please send disks and labels to Unit 13-15 Kestrel Business Park, Kestrel Way, Sowton Ind Est, Exeter, EX2 7JS

CCTV Requests will take at least 2 weeks to process. If this is an issue please email cctv.requests@swast.nhs.uk

CCTV Police Request Form

Body Worn Video

For routine footage requests, please complete the below form and we will aim to get the footage to you within 5 working days. If the footage is needed urgently within the next 72 hours (for serious or in custody offences only where the footage is required for a charging decision) the request must come from the Force Incident Manager to the Trust Incident Manager on 0300 369 0170.

For routine and general enquiries please contact the Body Worn Video Manager on 0300 369 0135.

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