Police databases storing personal details of innocent callers without their permission

Police forces log details such as phone numbers, addresses, dates of birth, vehicle registration and the caller's ethnicity which are retained on computer systems for at least seven years.

In moves criticised by privacy campaigners, some forces record the information on individual case files while others transfer it to a general database.

Yorkshire's police forces use different systems but all retain personal details for at least seven years. They said they are following Home Office guidelines but the Government insisted its advice was that any details collected "should be proportionate to the reason for recording the information".

West Yorkshire police said it receives around three million calls a year and information from every call is logged and kept on individual files.

A spokeswoman admitted they do not tell callers their details were to be kept unless asked.

"They won't be specifically informed but offer these details during their call – West Yorkshire Police only uses information for the purpose for which it was intended.

"The minimum time is seven years – in line with Limitation Act 1980. Information can be retained longer if needed in a crime file."

Assistant Chief Constable John Parkinson said the force needed the information to provide an audit of the work that it does, to use if an incident is revisited or as reference in case of a complaint.

The policy has been attacked by privacy campaigners who claim information should only be kept if consent is asked for and given.

Michael Parker, spokesman for pressure group NO2ID, said: "This situation is a prime example of the culture of the database state – police forces routinely taking detailed personal information whether or not they have any use for it, and then keeping it for many years.

"The key thing here is that the police are not being clear about the information they are keeping – this sort of action requires full consent, asked for and then given by the caller, not the tacit

consent currently being used to justify these actions."

North Yorkshire Police transfers the personal details of people involved in an incident – even if they have only reported a minor car accident – on to a database alongside suspects, convicted criminals and victims.

The extent of its database – which contains the personal data of more than 180,000 people – emerged following a Freedom of Information request.

The force also said it was working to Government recommendations although the Home Office said its guidance did not refer to keeping details on any database.

It is understood South Yorkshire police may also use such a system but the force yesterday failed to answer any questions about what information it keeps.

In Humberside, a spokeswoman said it used a very similar system to West Yorkshire, retaining details on individual case files.

The National Policing Improvement Agency, a Government body, said the Management of Police Information guidance has nothing to do with the system used by North Yorkshire, and "sets out that information collected ... should be proportionate to the reason for recording the information."

North Yorkshire Police Assistant Chief Constable Sue Cross denied that information was in any way being retained "in secret".

"It is categorically wrong to suggest that the Niche records management system North Yorkshire Police uses is in any way a secret database."

The system was used by many police forces to record all information relevant to policing, she said. "The information logged and cross-referenced in the system is absolutely vital to allow us to provide the effective policing service that the people of North Yorkshire and the City of York demand."

She stressed it allowed officers to identify those who may be victim to repeat offending, such as domestic violence or anti-social behaviour.

"This type of information is crucial in our efforts to tackle and prevent crime and anti-social behaviour."