Police Portal

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.

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  . 

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.

• Body worn video request form
•  Police Officer Video Manager guide

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.