FOI 513-2023 / May 2023 / Identity
FREEDOM OF INFORMATION REQUEST REFERENCE NO: 513-2023
I write in connection with your request for information which was received on 16th May 2023 as follows:
When checking the identity of people applying to join the force:
Q1. What 'proof of identity' do you require?
Q2. Does identity checking always include an in-person interview (ie as opposed to an online interview)?
Q3. Do you always check an applicant's identity against their National Insurance number?
Q4. Do you always obtain a copy of an applicant's original birth certificate?
Q5. What identity document(s) do you maintain on the vetting file?
Q6. Do you have a separate and/or confidential vetting process or procedure available for transgender people?
Q7. Do you require a person's gender history to be disclosed as part of vetting?
Q8. Is the Protected Characteristic of sex (registered at birth) recorded and maintained for all officers and staff on their vetting file?
Q9. Is the Protected Characteristic of sex (registered at birth) recorded and maintained for all officers and staff on their employment file?
Q10. When you request a reference for a person who you know to be transgender, will you make the request using only the prospective colleague’s name and gender since transitioning, or will you also provide previous names and gender(s) that are known to you?
Q11. Where a reference request is received (from another force or employer) for an existing colleague who has transitioned their gender, will you provide their full gender and name history to the prospective employer?
Q12. Name and gender records are held on the Police Elimination Database (PED) with the content of these fields being that which was originally detailed by the person when they gave the DNA sample unless subsequently amended. Do you have a process for amending the details on the PED so that the name and gender records of an employee who transitions during your employment can be changed? Please provide documentation setting out the process.
Please accept my sincere apologies for the delay in providing the response to your request and for any inconvenience this may have caused you. Please find the Warwickshire Police response set out below.
Q1 response: On initial application we require either a passport or driving licence and National Insurance.
Q2 response: Yes.
Q3 response: No, not for the purposes of identification, however, the NI number is requested from all successful candidates as this is used as an identifier on our systems.
Q4 response: No, we can accept a photocopy of the birth certificate.
Q5 response: The vetting file does not hold identity documents. Recruitment will retain copies of any proof of identity provided by the applicant.
Q6 response: No, the vetting process is the same for all candidates.
Q7 response: No, however, as with any vetting, all previous names must be disclosed.
Q8 response: No, this information is obtained as part of the application process and retained by recruitment.
Q9 response: Yes.
Q10 response: The request will be made using only the person’s current given name.
Q11 response: No, we will use their current name and gender based on the current record we hold.
Q12 response: With regard to the PED (Police Elimination Database), any requests to change name or gender details would be done via completing and submitting the PED Amendment Request Form. With regard to the CED (Contamination Elimination Database), this does not contain any name or gender identifying information, therefore no process exists.
Every effort has been made to ensure that the information provided is as accurate as possible.
Your attention is drawn to the below which details your right of complaint.
Should you have any further enquiries concerning this matter, please write or email the Freedom of Information Unit quoting the reference number above.
Yours sincerely
Freedom of Information Officer
Freedom of Information Unit
Warwickshire Police
PO Box 4
Leek Wootton
Warwickshire
CV35 7QB