Data Protection Impact Assessments (DPIAs)
At Dyfed-Powys Police, we use Data Protection Impact Assessments (DPIAs) as a process to help us identify and minimise the data protection risks of a project, especially for processing that is likely to result in a high risk to individuals.
To assess the level of risk, both the likelihood and the severity of any impact on individuals must be considered. It is also good practice to carry out a DPIA if there is a change to the nature, scope or purposes of our processing; this is often a mandatory data protection requirement.
See below for our Data Protection Impact Assessment summaries.
Project Title:
IKEN Case Management System
Summary:
IKEN; legal case management database in use within Dyfed-Powys Police Legal Services Department.
Recommendation(s):
To ensure those given access to the system are reminded of the need to complete necessary training within specific time periods.
Date summary was prepared:
03/11/2021
Project Title:
ARDAL
Summary:
The ARDAL system generally provides Police Officers and Police staff the facility to store data, record interactions, events and engagements Force wide.
The material gathered is limited to those with a policing purpose and access is restricted to those with a need.
Recommendation(s):
The necessity and proportionality has been outlined in the DPIA and measures to reduce risk. This will be subject to review to ensure compliance.
Date summary was prepared:
06/12/2021
Reference number:
01/2025
Project Title:
Implementation of a Community Engagement Tool/App (Visav)
Summary:
To deliver the level of local community engagement enjoyed in many forces, the Force requires the ability to have a tailored, targeted messaging service via email, recorded voice and text messages. Including a Welsh language option and other languages. Whilst the business case refers to the solution as a Community Engagement Tool (CET), it is recognised that the Force requires more than a messaging system, to ensure alignment to the service offered in other forces, including the Welsh forces. This proposal seeks to address the needs of that CET by listing the requirements which will fulfil the needs of local communities.
Date summary was prepared:
05/09/2025
Reference number:
175/2025
Project Title:
Force Operating Model - Process Evolution Consultancy
Summary:
Process Evolution will be supporting the Force Operating Model reviews through a number of consultancy days to better understand Force demand and resource models.
Recommendation(s):
Recommendations are identified within the DPIA and can be sought upon request under the FOI Act.
Date summary was prepared:
22/10/2025
Reference number:
97/2025
Project Title:
Road Victim Support Service
Summary:
This DPIA relates to support to be provided to bereaved family members of serious road traffic collisions. Family Liaison Officers (FLO’s) will request consent from the individual’s family prior to access an e-form via a QR code on the external internet – this form has been created by Victim Support and Victim Support will be the recipient of the form/information. This care provision is not a helpline – it is case-managed care from day one for as long as required (sometimes more than a year) prior to safe exit. Care is provided by assigning a named, trained, paid caseworker to a victim.
Recommendation(s):
Recommendations as provided by the Data Protection Advisor and Data Protection Officer that are included within the body of the DPIA and are not repeated here.
Date summary was prepared:
14/11/2025
Reference number:
66/2025
Project Title:
Domestic Abuse Virtual Response Unit (DAVRU) Evaluation
Summary:
The evaluation will explore how the DAVRU has been implemented using data on domestic abuse incidents processed by DAVRU, as well as other domestic abuse incidents not handled by DAVRU for comparison. Information will be drawn from Force systems.
Some personal data (postcodes) will be disclosed as part of this process, the lawful basis for this processing has been recorded within the DPIA and a Data Disclosure Agreement is to be set in place.
The evaluation is expected to benefit the Force by highlighting points for future improvement as well as identifying good practice and any benefits/disbenefits of DAVRU in relation to operational impacts, the response to domestic abuse, and criminal justice. The benefits to communities will be a better understanding of the ways in which DAVRU supports rural victims and Welsh speakers.
Recommendation(s):
Recommendations as provided by the Data Protection Advisor and Data Protection Officer that are included within the body of the DPIA and are not repeated here.
Date summary was prepared:
23/01/2026
Reference number:
55/2024
Project Title:
Understanding the attitudes of Dyfed-Powys Police officers to children involved in County Lines drug dealing
Summary:
The project has been developed to better understand the attitudes of Dyfed-Powys Police officers in relation the children involved in county lines drug dealing.
The emphasis of the research is on officers’ understanding through voluntary, anonymous surveys undertaken by serving officers, with secondary insight provided by anonymised statistical data (already produced and reported by the Force). Additional research will be undertaken though voluntary interviews with serving officers, which can be conducted anonymously.
Recommendation(s):
As included within the DPIA and provided by both the Data Protection Advisor and the Data Protection Officer.
Date summary was prepared:
19/01/2026
Reference number:
158/2025
Project Title:
Out of Court resolution evaluation
Summary:
This project is the commissioning of research to evaluate service provision, which will be undertaken by researchers at Aberystwyth University. It will evaluate the effectiveness of diversion for the 18-29 age group, including consideration of whether diversion works for adults who offend. The overarching aims and research question is to examine the impact of diversionary outcomes on offending frequency and persistence and identify whether current diversionary offerings are effective.
Current procedures and provisions will be evaluated with the intention of improving systems to better assist individuals and break the cycle of offending.
It is anticipated that this would benefit the individuals subject to the diversionary scheme, but also the wider community if it is shown that the diversionary scheme is reducing offending. If this is not shown, it will enable Dyfed Powys Police to review the Service and look for more effective solutions.
The lawful basis for processing has been identified.
Recommendation(s):
Recommendations as provided by the Data Protection Advisor and Data Protection Officer that are included within the body of the DPIA and are not repeated here.
Date summary was prepared:
18/02/2026
Reference number:
221/2025
Project Title:
Legal Services – Document Management System
Summary:
This DPIA has been prepared because of a change of process from the current system to the use of the Cloud for a document management system provided through the services of a Data Processor used by the Force Legal Services Department.
It is recognised that the use of such a system provides benefits and efficiencies in comparison to the use of a paper-based system.
A thorough data protection review of the DPIA has taken place.
Recommendation(s):
Recommendations as provided by the Data Protection Advisor and Data Protection Officer that are included within the body of the DPIA and are not repeated here.
Date summary was prepared:
06/04/2026
Reference number:
157/2025
Project Title:
Reachable Moments Project
Summary:
The Force has committed to a child centred approach within policing, this initiative evidences the importance placed on supporting children, ensuring a partnership approach and trying to reduce the trauma caused to a child from just being in custody.
It will look to support children and families within the community to try and prevent offending cycles. This initiative supports the Child Centred Policing approach.
One of the benefits of this process is anticipated to be the prevention of further offending which will reduce the numbers of children entering custody, thereby reduce the risk posed in custody.
Recommendation(s):
Recommendations as provided by the Data Protection Officer that are included within the body of the DPIA and are not repeated here.
Date summary was prepared:
18/12/2025
Reference number:
41/2024
Project Title:
Llamau missing persons
Summary:
Llamau is a charitable organisation commissioned by Dyfed Powys Police to provide specialist help to missing children and young people (Under 18) across the force area. Llamau work alongside officers to try and reduce the risks for missing children, and try to prevent future missing episodes.
Some key objectives of the service include:
- Providing direct support to the child / young person.
- To conduct tasked return de-briefing interviews, family mediation and group work
- To make necessary referrals
The process requires the sharing of personal data between Dyfed Powys Police and Llamau, which is covered by an Information Sharing Protocol (ISP). The lawful basis for sharing personal data is identified within this DPIA and the ISP.
Recommendation(s):
Recommendations as provided by the Data Protection Advisor and Data Protection Officer that are included within the body of the DPIA and are not repeated here.
Date summary was prepared:
26/03/2026
Reference number:
199/2025
Project Title:
Project Minerva – mapping
Summary:
The project will replicate an existing research approach, cited as best practice by the National Polce Chief’s Council (NPCC) as a data-driven solution to reducing Violence Against Women and Girls (VAWG). The research will use data to understand spatial and temporal patterns and drivers of VAWG. This mapping will provide new insights into where and when VAWG is occurring within Dyfed-Powys to subsequently inform how interventions are implemented.
Recommendation(s):
As identified within the DPIA, they are not repeated here.
Date summary was prepared:
15/04/2026
Reference number:
32/2024
Project Title:
Media Attendance at Police Warrants
Summary:
Taking the media on police operations, such as search warrants, is a common practice across policing to help the media inform the public about police work and demonstrate the police service’s openness and transparency. The College of Policing Media Relations Authorised Police Practice (APP) provides guidance on this practice.
Seeing activities undertaken by the police can increase public confidence that crime is being tackled. It is also possible that by sharing more information about such activities that programmes could act as a deterrent to those likely to commit crimes.
The DPIA sets out the risks associated with this but also mitigations to reduce the risk.
Recommendation(s):
Recommendations as provided by the Data Protection Advisor and Data Protection Officer are included within the body of the DPIA and are not repeated here.
Date summary was prepared:
04/06/2026