Partnership Intelligence Form
The seven golden rules to sharing information
Sharing of information between practitioners and organisations is essential for effective identification, assessment, risk management and service provision. Early sharing of information is the key to providing effective early help where there are emerging problems.
The GDPR and Data Protection Act 2018 do not prevent, or limit, the sharing of information for the purposes of keeping children and young people safe. Fears about sharing information cannot be allowed to stand in the way of the need to promote the welfare and protect the safety of children and adults.
| 1 | Remember that the UK General Data Protection Regulation (UK GDPR), Data Protection Act 2018 and human rights law are not barriers to justified information sharing, but provide a framework to ensure that personal information about living individuals is shared appropriately. |
| 2 | Be open and honest with the individual (and/or their family where appropriate) from the outset about why, what, how and with whom information will, or could be shared, and seek their agreement, unless it is unsafe or inappropriate to do so. |
| 3 | Seek advice from other practitioners, or your information governance lead, if you are in any doubt about sharing the information concerned, without disclosing the identity of the individual where possible. |
| 4 | Where possible, share information with consent, and where possible, respect the wishes of those who do not consent to having their information shared.
Under the GDPR and Data Protection Act 2018 you may share information without consent if, in your judgement, there is a lawful basis to do so, such as where safety may be at risk. You will need to base your judgement on the facts of the case. When you are sharing or requesting personal information from someone, be clear of the basis upon which you are doing so. Where you do not have consent, be mindful that an individual might not expect information to be shared. |
| 5 | Consider safety and well-being: base your information sharing decisions on considerations of the safety and well-being of the individual and others who may be affected by their actions. |
| 6 | Necessary, proportionate, relevant, adequate, accurate, timely and secure: ensure that the information you share is necessary for the purpose for which you are sharing it, is shared only with those individuals who need to have it, is accurate and up-to-date, is shared in a timely fashion, and is shared securely (see principles). |
| 7 | Keep a record of your decision and the reasons for it – whether it is to share information or not. If you decide to share, then record what you have shared, with whom and for what purpose. |
Partnership Intelligence Form
Intelligence sharing process with Northumbria Police
The Police Partnership Intelligence form is the agreed method of contact with Force Intelligence at Northumbria Police. This form should be used to share any intelligence with the Force and will be received by our centralised Force Intelligence Management Unit (FIMU).
There are instructions on what can be sent to us on the form, but this cannot be used for reporting crimes.
Any forms that are reporting crimes will be sent back for it to be phoned in to 101.
Further information
The core hours of the mailbox are Monday to Friday, 8am to 4pm. Between 4pm and 3am this mailbox is monitored intermittently. If your enquiry falls outside of these core hours and requires an immediate response please contact the Northumbria Police control room via 101.
All intelligence must be submitted using the 5x5x5 system.
Partner agency submissions
Any submission of information from a partner agency should contain as much information as possible but as a minimum must contain:
- full name
- date of birth
- location
- how this information is known and who else knows this information
- any risk ( known or perceived) to any person of this information is acted upon
- contact details, including a telephone number
If this information is not included your submission will not be actioned and will be returned for completion.
A submission to Force Intelligence should not contain:
- information about an incident that is happening now or is time critical
- a report of a crime (whether the victim supports a complaint or not)
- any threat to life or firearms information
- a report that child or vulnerable person at risk of harm to themselves or another – in these cases you must report the matter via 101 or 999 in an emergency
If there is any doubt about what you should do with information held please call 101 for advice.