Access to personal information
Data Protection provides you with the right to ask whether we are holding and using your personal data; what personal data we are using; who we share it with; how long we will keep the data for and what your rights are over how it is used. You are also entitled to ask for a copy of your personal data that we hold and this is called a Subject Access Request.
If you are seeking to make a request for information that is not about you then please visit make an information request section.
Making a subject access request
Please make a subject access request by:
- writing to us with your name and an e-mail or postal address to which we can reply
- stating what information you would like as clearly and specifically as you can
You can make a request by completing our online form or by e-mail/letter to us.
If we are not sure what information you require we will contact you to help you make a valid request.
If you are not known to us personally, you will also be asked to verify your identity before we can proceed.
Proof of identity
When we receive a request for information we need to make certain you are who you say you are before disclosing personal information.
If we need to verify your identity, we will contact you to arrange an appointment to meet with you, at one of our offices. You will need to bring a form of photo ID, such as a passport or driving licence to be checked. If you do not hold a photo ID then you will need to bring 2 forms of identification for checking, such as:
- photo ID (such as passport or driving license)
- recent utility bill or bank statement in the last 3 months
- birth or marriage certificate
A request on behalf of another person
If you are making a request on behalf of someone else then you will need to either prove power of attorney or include a letter signed by the individual containing their full name, date of birth, address and contact phone number which includes permission to act on their behalf.
Time to respond
You are entitled to a response within thirty calendar days. However if the information being requested is both large in volume and complex in nature the Council can apply an extension of up to three months. You will be informed as quickly as possible if this is deemed necessary.
If the response includes a pupil's education record then this changes to 15 school days.
Any information you provide in relation to your request and the result of the search will be held on computer for the purpose of managing your request and this will be retained for three years.
This information will be passed to relevant employees of the Council in order to comply with your request. If your request involves information provided by other organisations such as the Police, NHS, other Local Authorities, those organisations will also be made aware of the request.
We will always provide information securely. Depending on the type of information, we may provide it as a document or we may invite you to view the information in person.
How we look after your information
We make sure that your information is kept safe and secure. We achieve this by applying the Six Data Protection principles