Notifiable Associations Policy
1. Statement of Policy
The Police Community is committed to the maintenance of the highest levels of honesty and integrity, and to the prevention of corrupt, dishonest, unethical or unprofessional behaviour.
Notifying the force of an association is an important process for enhancing the integrity and security of the police community. The aim of this policy is:
- To identify what are considered inappropriate and notifiable associations.
- To set out what officers and staff need to consider before entering into associations.
- To familiarise officers and staff with vulnerability issues relating to intelligence, vulnerable members of the public, enforcement and prevention from corruption and compromise.
- To set out officer and staff responsibilities for reporting potentially inappropriate associations.
- To outline a framework that will enable the force to make informed decisions based on the circumstances of individual cases.
- To be fair and proportionate in the management of the process and any decisions made with the objective of securing public confidence and the confidence of police personnel.
- To risk manage the issues raised and meet the support and welfare needs of those involved in line with the responsibilities of Dyfed Powys Police.
- To ensure that force employees and the public are protected.
- To set out the appeal process should an employee disagree with a decision taken.
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
Dyfed-Powys Police expects honesty and integrity from its entire organisation. As public servants, police officers, police staff and volunteers are expected to observe the highest standards of conduct, as set out in the Code of Ethics which is embedded throughout the force.
The force recognises that there is a risk that association with certain individuals, groups or organisations, which may be inappropriate, could have serious consequences not only for the integrity of Dyfed-Powys Police individuals but for the integrity, operational effectiveness and reputation of Dyfed-Powys Police.
This policy and the associated procedure reinforce the standards of professional behaviour to be observed, to ensure that no doubt is cast upon the integrity of the organisation and that vulnerable persons are protected from abuse of authority for sexual gain. It is also intended to protect officers, staff and volunteers from allegations of corruption and provide a reporting and support mechanism for those finding themselves in an association that may be inappropriate.
This policy and the associated procedure aim to be fair and proportionate in the management of the process and any decisions made with the objective of securing public confidence and the confidence of police personnel.
This policy and the associated procedure apply to police officers, police staff and all those working voluntarily or under contract to Dyfed-Powys Police. All the aforementioned must be aware of and, are required to comply with, the requirements of this policy and the associated procedure.
3. Powers and Policy/Legal Requirements
College of Policing Code of Ethics
Police Act 1996
European Convention on Human Rights
Official Secrets Act 1989
Health and Safety at Work Act 1974
Data Protection Act 2018
Crime and Disorder Act 1998
Police Reform Act 2002
Police Regulations 2003
Police Conduct Regulations 2020
Police Performance Regulations 2020
IOPC Statutory Guidance Standards of Professional Behaviour (officers and staff)
Dyfed-Powys Police Notifiable Association Procedure
4. Options and Contingencies
Role and Responsibilities
Officers, Staff and Volunteers
Officers, Staff and Volunteers who become aware or reasonably suspect they may have a personal association with an individual, group or organisation that is or may be considered inappropriate must report the matter at the earliest opportunity. For confidentiality the report need not be submitted through their line management but can be sent direct to PSD utilising the e-form.
Where an officer, staff or volunteer is aware of an association between another member of the Force and an individual, group or organisation which is required to be reported under this policy, the identifying individual has a responsibility to report the matter to PSD.
Under no circumstances should an individual conduct research of force systems in order to substantiate or rebut their concerns or suspicions.
Professional Standards Department (PSD)
PSD will conduct appropriate research that is proportionate to the circumstances reported to substantiate or rebut the concern. PSD will assess any identified risk and ensure an initial risk management plan is implemented.
The outcome will be submitted to the Head of PSD who before making a determination may liaise with other officers or staff as appropriate and will allow the individual concerned and/or their representative to make representations. The risk management plan will also be reviewed by the Head of PSD at this stage.
Vetting Unit
Information will be provided to the Vetting Unit who will update their records accordingly.
The Deputy Chief Constable
The Deputy Chief Constable (DCC) will consider any appeals made and may hear representations from the individuals and/or their representative.
The Code of Ethics principles are relevant to this policy -
- Courage
- Respect and Empathy
- Public Service
5. Take action and review
This policy and the associated procedure document will be monitored by the Professional Standards Department on a bi-annual basis to ensure -
- Its effectiveness
- Any changes to legislation / Home Office Guidance/force processes
- Challenges to the policy
- Any identified inefficiencies in relation to implementation
Any amendments to the policy and the associated procedure document will be implemented by the Professional Standards Department and overseen and approved by the Joint Negotiating and Consultative Committee.
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: September 2025