Recommendation - West Yorkshire Police, January 2026
We identified organisational learning following a review where the complaint handler advised that the force had no system to record reasonable adjustments.
IOPC reference
Recommendations
The IOPC recommends that West Yorkshire Police implement a process for recording reasonable adjustments which a service user discloses to them, taking into account relevant data protection considerations.
This follows a review where the complaint handler advised that the force had no system to record reasonable adjustments. This linked to a concern raised by the complainant about how the force responded to their disclosure of needing reasonable adjustments. Not having a system to record this information could present a barrier to members of the public when engaging with the force and could mean that the service user is required to re-disclose their needs each time they come into contact with the force. It is hoped that having a system for recording reasonable adjustments would prevent this and aid future correspondence.
Accepted
West Yorkshire Police accept this recommendation.
In order to support effective communication with members of the public, we have explored and identified a practical solution for recording reasonable adjustments disclosed by service users. This solution can be implemented within our initial call‑taking system so that relevant information is available at the first point of contact with the police.
Under the proposed approach, call takers will record any disclosed reasonable adjustments directly onto the incident recording system, linked to either the caller’s address or telephone number. This will ensure that the information is immediately accessible to call takers at the point an incident log is created, thereby reducing the need for a service user to repeat their needs on subsequent contacts.
To support data protection requirements and information accuracy, the system will incorporate an appropriate “weed date.” This will prompt an automated email to the individual, inviting them to confirm whether the recorded information remains up to date.
Reasonable adjustment information may be added not only by the initial call taker but also by any officer or staff member who has contact with the service user during a policing interaction, ensuring consistency and continuity in how we meet individual needs.
West Yorkshire Police is committed to ensuring that all measures implemented comply with relevant equality and data protection legislation.