The Police (Special Constables) (Scotland) Regulations 2008

Contents of personal records

9.—(1) The chief constable must maintain a personal record for each special constable.

(2) The personal record must contain–

(a) the home address of the special constable;

(b) a photograph of the special constable taken in accordance with the directions of the chief constable and at the expense of the police authority, provided that such photograph shall not be more than 10 years old;

(c) a personal description of the special constable;

(d) particulars of the special constable’s place and date of birth;

(e) particulars of the special constable’s marriage or civil partnership (if any) and children (if any);

(f) a record of the special constable’s service (if any) in any branch of Her Majesty’s naval, military or air forces or in the civil service;

(g) a record of the special constable’s service (if any) in any other police force and transfers (if any) from one police force to another;

(h) a record of whether the special constable passed or failed to pass any qualifying examination at which the special constable was a candidate; and

(i) a record of the special constable’s service in the police force, including postings, transfers, removals, injuries received, periods of illness, attendances at training courses, commendations, rewards, punishments, disposals and the date of the special constable ceasing to be a special constable with the reason, cause or manner thereof.

(3) The chief constable must expunge from the personal record of a special constable–

(a) any record of any disposal made by the misconduct officer under regulation 22(2)(e) after 3 years from the relevant date; and

(b) any record of any other final disposals made under regulation 22 or 23, after 3 consecutive years free, from the relevant date, of any such disposal being imposed on that special constable in relation to another matter.

(4) Where any such record as is mentioned in paragraph (3) is expunged from a special constable’s personal record, so much of that personal record as relates to any such expunged record must be destroyed and a new part made out so as not to disclose that the expunged record existed.

(5) A special constable is entitled to inspect his or her personal record.

(6) In this regulation “relevant date” means–

(a) if the chief constable was not requested to review the matter in accordance with regulation 23, the date on which the disposal was, or disposals were, imposed on the special constable concerned by the misconduct officer; or

(b) if the chief constable is requested to review the matter in accordance with regulation 23, the date on which the disposal was, or disposals were, imposed on the special constable concerned by the chief constable.