Mobile Data Terminal Policy

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1. Statement of Policy

Mobile Data Terminals (MDT) are used across Dyfed-Powys Police by police officers and staff to work remotely outside of stations, to access their work and emails, and to complete forms via Pronto. Pronto houses a range of forms, such as, Crime and Traffic Offence Reports; the data is captured via Pronto and fed through to Niche and other systems (e.g., Crash, Pentip and PNC).

The purpose of this policy is to identify and signpost the procedures and protocols required for the application, deployment and use of MDTs by police officers and staff. The policy and associated guidance establish the legal basis and guidance for the use of MDTs.

Applies (but not limited) to: All categories of Dyfed-Powys Police officers and staff, whether full-time, part-time, permanent, fixed term, temporary (including agency staff, associates and contractors), seconded staff and volunteers. Police Officers, staff and volunteers accessing and using Force assets and property must have due regard to the contents of this policy.

2. Policy Scope

This policy outlines the expected standards of behaviour and use when police officers and staff use their MDTs. By outlining these expectations, it reduces the risk of the devices being used inappropriately.

As well as outlining the expectations of use, the procedures and protocols also describe how to secure the device by using complex passwords and how to securely store the devices when they are not in use. This information reduces the risk of data breaches by ensuring the MDT and the data held on it cannot be accessed by anyone other than the user and that devices cannot be easily stolen.

The MDTs enables police officers and staff to complete their duty whilst being out of the station and visible within the community. The MDTs allow officers to input and access data whilst conducting duties. The integration between Pronto and Niche ensures data is available within minutes and avoids double keying. The MDTs improve data quality through the mandating of fields within the forms and through reducing the time between data capture and input. The purpose of the MDTs is for police officers and staff to collect, process and access data in a timely and secure manner to ensure the best service to the public. It also allows them to access work related information and emails, and it provides them with a dedicated work mobile number.

3. Powers and Policy/Legal Requirements

Related Policies, Protocols, Practices or Service Agreements Internal:

MDT Guidance

MDT Standard Operating Procedure

MDT Equality Impact Assessment

Dyfed-Powys Police Post Incident Management Policy

Memorandum of Understanding – Police Use of Restraint in Mental Health and Learning Disability Settings

Issue and Use of Mobile Device and Phones Guidance

4. Options and Contingencies

Roles and Responsibilities

Senior Responsible Officer – Head of ICT

The MDT Project sits within the remit of ICT Business Change, the lead for ICT Business Change is the Senior ICT Operational Manager.

The MDT Project is managed by the ICT Product and Programme Manager.

MDTs are issued to individuals in specific roles that are deemed to require the device to perform their role to the best standard. All users have a responsibility to attend training prior to receiving their device and to ensure they are confident in the use of the MDT prior to using it.

ICT are responsible for issuing MDTs and replacing lost or damaged devices.
They will maintain a record of personal issued MDTs.
ICT will be a key contact in relation to queries regarding the use of their MDT.
The Project Team are responsible for providing Pronto updates and assistance with Pronto. They are also responsible for all documentation in relation to MDTs and ensuring it is kept up to date; they will provide updates when they are necessary.
MDT Champions are provided with additional training to enable them to support their shift with the use of their MDTs. Champions will not act as trainers; their role is to assist with minor practical day-to-day queries.
Learning and Development are responsible for MDT training. Officers and staff requiring an MDT are responsible for booking on to training courses via RMU.
Individual officers and staff issued with MDTs are responsible for the safekeeping, maintenance and management of their own MDT. They are responsible for ensuring they understand the legislation, policies and all documentation prior to using an MDT. They are responsible for the correct management of information on their MDT.
Officers and Staff issued with an MDT should familiarise themselves with the ‘Issue and Use of Mobile Device and Phones’ Guidance document to ensure acceptable use of the device as a Mobile Phone.
Individual Officers and Staff are responsible for returning their MDT if they due to leave the organisation or commence a role which is not deemed to require an MDT.
Line Managers are responsible for ensuring their staff return their MDT if they leave the organisation or commence a role which is not deemed to require an MDT.

Mobile Data Terminals (MDTs) are personal issue; individuals who receive an MDT set their own password to access the device. Pronto is an application on the device to access forms, it is also password protected; each form is attributed to the police officer or staff who completes it, this makes them accountable and responsible for all forms completed via their Pronto and MDT.

Police officers and staff are responsible for collecting their own data via their MDT and ensuring it is collected and used in a fair, respectful, lawful and ethical manner. They are responsible for ensuring they are open and honest with the reason for collection and the potential uses of the data.

Individuals issued with MDTs are responsible for the appropriate use of the MDT and the systems accessible via the MDT, they are responsible for being objective and fair when using any data. (Lawful Policing Purpose Only and Not for personal gain by themselves or others) Officers are responsible for managing data in relation to PNC and for managing information within the systems, they are responsible for taking ownership and leading by good example when dealing with their data. Officers are also responsible for treating all data with respect, integrity and lawfulness.

Relevant Code of Ethics principles:

Courage
Respect and Empathy
Public Service

5. Take action and review

It is good practice to have a process in place that assures that regular formal review of all policies and guidance takes place. To consider:

The documents effectiveness
Any changes to legislation / Home Office Guidance
Challenges to the policy
Any identified inefficiencies in relation to the implementation.

This policy will be reviewed every two years unless it is necessary to review in advance of the two years. The policy and supporting documents will be updated in advance of the two years if there are relevant updates to be made, if this occurs all relevant stakeholders will be consulted, and the documents will be submitted for reapproval by the boards.

The policy principles and practices are reviewed against the officer’s ability to use the MDT and by officer’s not misusing the MDTs or the system. The proper use of the MDTs and the system can be investigated and reported on via the audit functionality within the system. Officers and staff also follow the correct procedures from the policy for obtaining an MDT and for returning the device if it is lost or broken, or they are changing roles. In addition to this, surveys regarding usage and satisfaction with the MDTs are issued to users bi-annually to review the effectiveness of the MDTs.

All updates or concerns regarding MDT are raised at the ICT Strategy Group and the IT Strategy Group. Updates are provided by exception. All policies, guidance and other relevant documentation in relation to MDT are brought to the ICT Strategy Group for review by all attendees.

As and when processes are implemented, a review process is conducted to establish the effectiveness of the process and to measure any benefits. The MDT project is still in project phase due to ongoing development and maintenance of Pronto.

CODE OF ETHICS CERTIFICATE OF COMPLIANCE

This policy has been drafted in accordance with the Code of Ethics and has been reviewed on the basis of its content and the supporting evidence and it is deemed compliant with that Code and the principles underpinning it.

HUMAN RIGHTS ACT CERTIFICATE OF COMPLIANCE

This policy has been drafted in accordance with the Human Rights Act and has been reviewed on the basis of its content and the supporting evidence and it is deemed compliant with that Act and the principles underpinning it.

EQUALITY IMPACT ASSESSMENT

Section 4 of the Equality Act 2010 sets out the protected characteristics that qualify for protection under the Act as follows: Age; Disability; Gender Reassignment; Marriage and Civil Partnership; Pregnancy and Maternity; Race; Religion or Belief; Sex; Sexual Orientation.

The public sector equality duty places a proactive legal requirement on public bodies to have regard, in the exercise of their functions, to the need to:

eliminate discrimination, harassment, victimisation, and any other conduct that is unlawful under the Act;
advance equality of opportunity between persons who share a relevant protected characteristic and persons who do not share it;
foster good relations between persons who share a relevant protected characteristic and persons who do not share it.

The equality duty applies to all protected characteristics with the exception of Marriage and Civil Partnership, to which only the duty to have regard to the need to eliminate discrimination applies.

Carrying out an equality impact assessment involves systematically assessing the likely or actual effects of policies on people in respect of all the protected characteristics set out above. An equality impact assessment should be carried out on any policy that is relevant to the public sector equality duty.

EQUALITY IMPACT ASSESSMENT COMPLETED: April 2024