Data Privacy Policy
How the Trinidad and Tobago Police Service accesses, collects, stores, uses and shares your personal information.
This Privacy Notice for the Trinidad and Tobago Police Service ("TTPS", "we", "us", or "our") describes how and why we access, collect, store, use, and share ("process") your personal information when you use our online services, including when you visit our website, submit applications for permits, licenses, certificates or other police services, or engage with us for law enforcement purposes, public safety matters, or administrative services.
We process personal information under the authority of the Police Service Act Chapter 15:01 and in accordance with applicable General Privacy Principles where relevant. If you do not agree with our policies and practices, please do not use our Services. If you have any questions or concerns, please contact us at corporatecommunications@ttps.gov.tt.
Summary of key points
- What personal information do we process?
- We process personal information depending on how you interact with us, the choices you make, and the services you request, including information necessary for law enforcement functions, public safety, and administrative services as authorized under the Police Service Act Chapter 15:01.
- Do we process sensitive personal information?
- Yes. We process sensitive information including criminal history, financial information for licensing purposes, identification documents, and security-related data as necessary for law enforcement functions and as authorized by applicable legislation.
- Do we collect information from third parties?
- We may collect information from other government agencies, law enforcement databases, and authorized third parties as permitted by law, for verification purposes and law enforcement functions under statutory authority.
- What are your rights?
- You may request correction of inaccurate information, access to your personal data where legally permissible, and clarification of how your information is used. Contact us at corporatecommunications@ttps.gov.tt for such requests.
1 What information do we collect?
Personal information you disclose to us
We collect personal information that you voluntarily provide to us when you:
- Apply for a Certificate of Character
- Request permits for public marches, carnival activities, or special events
- Apply for Firearm User's Licenses
- Submit applications for police presence at events
- Request replacement of lost or stolen documents
- Apply for permits for fundraising activities (donations, raffles, bingo events)
- Contact us for law enforcement or administrative purposes
The personal information we collect depends on the specific service you are requesting and our statutory authority. It may include: full names and aliases, national identification numbers, phone numbers and contact information, email addresses, residential and mailing addresses, date and place of birth, employment information and job titles, emergency contact information, passport and travel document information, vehicle registration and insurance details, driver's license information, financial information for licensing fees, character references, event details for permit applications, and organization information for group applications.
Sensitive information
We process the following categories of sensitive information when necessary for law enforcement functions and as authorized by applicable legislation: criminal history and background information; financial data for licensing and verification purposes; biometric data including fingerprints and digital signatures (collected only where statutorily authorized); other identification documents such as passports and national ID cards; security clearance information; health information (when relevant to applications and authorized by law); and court records and legal proceedings.
Photography and biometric data
For certain applications, we collect passport-style photographs meeting specific requirements, fingerprints for background verification (where statutorily authorized), and digital signatures.
All personal information that you provide must be true, complete, and accurate, and you must notify us of any changes. Providing false information to the TTPS may constitute an offence under Trinidad and Tobago law.
Information automatically collected
Some information such as your Internet Protocol (IP) address and browser or device characteristics is collected automatically when you visit our Services, primarily to maintain the security and operation of our Services. This includes log and usage data, device data, and general location data based on IP address for security and fraud prevention purposes.
2 How do we process your information?
We process your personal information for the following purposes under statutory authority:
- To process applications for permits, licenses and certificates, including Certificate of Character, Firearm User's Licenses, public march permits, carnival permits, and fundraising permits.
- To conduct background checks and verification as required for licensing and security purposes, including criminal history checks and character verification.
- To ensure public safety and security by verifying applicant eligibility and conducting risk assessments as mandated by law.
- To facilitate law enforcement functions including crime prevention, investigation, and cooperation with other government agencies.
- To provide administrative services such as processing applications, managing appointments, and providing status updates.
- To communicate with applicants regarding application status, requirements, and decisions.
- To maintain accurate records for law enforcement, legal compliance, and administrative purposes.
- To prevent fraud and ensure system security by monitoring for suspicious activities and protecting against unauthorized access.
- To comply with legal obligations including court orders, statutory requirements, and law enforcement cooperation.
- To protect vital interests when necessary to prevent harm to individuals or the public.
3 What legal authority do we rely on?
We process your personal information under the authority of the Police Service Act Chapter 15:01 and other applicable legislation that mandates or authorizes law enforcement functions and public safety activities.
Primary statutory authority
- Police Service Act Chapter 15:01: our primary authority for collecting and processing personal information in connection with law enforcement functions, investigations, and public safety activities.
- Firearms Act Chapter 16:01: authority for processing information related to firearm licenses and background checks.
- Other applicable legislation: processing authorized under other relevant acts including the Summary Offences Act, Motor Vehicle and Road Traffic Act, and other legislation that confers specific powers on the TTPS.
Additional legal bases
- Constitutional authority: processing necessary for the performance of public tasks and official functions carried out in the public interest.
- Legal obligations: processing required to comply with legal obligations, court orders, and statutory requirements.
- Consent: processing based on your explicit consent when you voluntarily submit applications and provide information for specific services.
- Vital interests: processing necessary to protect the vital interests of individuals or the public.
Voluntary adoption of best practices
While the Data Protection Act 2011 is only partially proclaimed, we voluntarily adopt relevant provisions including sections 24(a) and (b) regarding the collection and use of personal information, along with the General Privacy Principles where operationally feasible. These include taking responsibility for personal information under our control, identifying purposes for collection before or at the time of collection, collecting only the minimum personal information necessary, ensuring accuracy where practicable, and implementing appropriate safeguards.
5 Cookies and tracking technologies
We may use cookies and other tracking technologies to maintain system security, prevent fraud, and ensure proper functioning of our online services, including: maintaining secure user sessions during application processes; preventing unauthorized access and fraudulent activities; system performance monitoring and error detection; basic site functionality and navigation; and security logging and audit trails for law enforcement purposes.
We do not use cookies for advertising, marketing, or commercial tracking purposes. You can configure your browser settings to control cookies, but this may affect the functionality of certain services and applications.
6 Is your information transferred internationally?
Our primary servers and databases are located in Trinidad and Tobago under government security protocols. However, information may be transferred internationally under statutory authority for: law enforcement cooperation through official channels and mutual legal assistance treaties; INTERPOL and regional security networks; immigration and border security; international investigations of transnational crime; and court orders or international legal obligations.
International transfers are conducted strictly in accordance with applicable laws, international agreements, and security protocols, with appropriate safeguards including INTERPOL protocols, Mutual Legal Assistance Treaties (MLATs), encrypted transmission channels, and secure government communication networks.
7 How long do we keep your information?
We retain personal information in accordance with government record retention policies, legal requirements, and law enforcement operational needs, which may require long-term or permanent retention.
Specific retention periods
- Criminal records: retained permanently in accordance with criminal records legislation.
- Firearm licenses: retained for the duration of the license plus applicable statutory periods.
- Character certificates: application records retained in accordance with applicable policies.
- Permit applications: retained for periods determined by the nature of the permit and legal requirements.
- Investigation records: retained in accordance with case requirements, legal obligations, and operational needs.
- System logs: retained for security audit and monitoring purposes as required.
Retention periods may be extended when information is subject to ongoing investigations or legal proceedings, court orders or legal holds, appeals or judicial review, national security considerations, or law enforcement requirements. When information is no longer required, it is disposed of through secure methods including physical shredding of documents and certified digital wiping of electronic media.
8 How do we keep your information safe?
We implement comprehensive security measures appropriate for law enforcement systems:
Physical security
- Secured government facilities with restricted access
- Surveillance and monitoring systems
- Controlled entry and exit procedures
- Secure storage of physical documents and media
Technical safeguards
- Encryption for data transmission and storage
- Secure databases with access logging
- Firewalls and intrusion detection systems
- Regular security updates and patches
- Secure backup systems and disaster recovery protocols
Access controls and personnel security
- Role-based access with authentication requirements and need-to-know authorization
- Regular access reviews and secure credential management
- Background checks and security clearances for personnel with access to sensitive information
- Security awareness training, confidentiality agreements, and security obligations
While we implement robust security measures consistent with government standards, no system can be guaranteed to be 100% secure. We continuously review and update our security practices to address emerging threats.
9 Do we make updates to this notice?
Yes. We may update this Privacy Notice from time to time to reflect changes in applicable legislation or regulations, updates to our operational practices, new services or system capabilities, legal or regulatory guidance, and security or operational requirements. The updated version will be indicated by an updated "Last updated" date at the top of this Privacy Notice. We encourage you to review this notice periodically.