Common use of THE SHARING PROCESS Clause in Contracts

THE SHARING PROCESS. 4.1 Information will be shared using the most appropriate means of communication taking into consideration, for example, the nature of the information to be shared and the urgency. Partners will ensure that appropriate technical and organisational security measures are in place when sharing information. 4.2 Written requests and responses should be done via secure/ encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: ▇▇▇▇▇://▇▇▇.▇▇▇▇▇▇▇▇.▇▇▇/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager. 4.3 The primary forum for information sharing will be the scheduled ELT (Event Leadership Team) meetings which take place each day throughout the duration of the event. These are attended by Police, Event and Security Company leads. Subject to immediate operational requirements, there may also be considered information sharing between these same partner SPOCs outside such meetings but only during the course of the event. 4.4 There may be occasions where staffs from either party to this agreement that are not named as the SPoCs share personal data. Where this occurs, a record should be made of what was shared, who it was shared with, why, when and how. Police officers/ staff should record this information against the relevant incident log on command and control. 4.5 Images of individuals for identification purposes may be disclosed on a case-by case basis. The image should only be disclosed in relation to the purposes stated within this agreement and should not be made publicly available. The image must be held securely when it has been released to Engine No. 4 and must be locked behind at least one barrier (see Appendix 4 for further information relating to the storage and handling of the information). When the festival has taken place the image should be returned to the police SPoC or destroyed immediately, unless an identification is made which results in legal process and the image is to be seized by Lincolnshire Police as evidence in accordance with the Police and Criminal Evidence Act. 4.6 Ad hoc requests

THE SHARING PROCESS. 4.1 Information will be shared using the most appropriate means of communication taking into consideration, for example, the nature of the information to be shared and the urgency. Partners will ensure that appropriate technical and organisational security measures are in place when sharing information. 4.2 Written requests and responses should be done via secure/ encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: ▇▇▇▇▇://▇▇▇.▇▇▇▇▇▇▇▇.▇▇▇/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager. 4.3 The primary forum for information sharing will be the scheduled ELT (Event Leadership Team) meetings Control Meetings which take place each day throughout the duration of the event. These are attended by Police, Event and Security Company leads. Subject to immediate operational requirements, there may also be considered information sharing between these same partner SPOCs outside such meetings but only during the course of the event. 4.4 There may be occasions where staffs from either party to this agreement that are not named as the SPoCs share personal data. Where this occurs, a record should be made of what was shared, who it was shared with, why, when and how. Police officers/ staff should record this information against the relevant incident log on command and control. 4.5 Images of individuals for identification purposes may be disclosed on a case-by case basis. The image should only be disclosed in relation to the purposes stated within this agreement and should not be made publicly available. The image must be held securely when it has been released to Engine No. 4 Lincoln GP Limited and must be locked behind at least one barrier (see Appendix 4 for further information relating to the storage and handling of the information). When the festival has taken place the image should be returned to the police SPoC or destroyed immediately, unless an identification is made which results in legal process and the image is to be seized by Lincolnshire Police as evidence in accordance with the Police and Criminal Evidence Act. 4.6 Ad hoc requests