Request a copy of your personal data (DSAR)

You can request information about children if you have parental responsibility for them. We will always consider what is in the best interests of a child as the data is their personal data. You are just exercising the right on their behalf. If we think your child is competent which is normally over the age of 12, we will ask the child about the request or for their consent to give the information to you.

Where you are requesting information on behalf of a vulnerable person who lacks capacity we will check to see if there is an authority in place such as a valid power of attorney or court order.

We will need:

• their proof of identity
• the authority
• your proof of identity

We prefer that you make any requests in writing using our online form. However, we can accept requests made via other written formats.

We will make any reasonable adjustments for anyone who has a disability or has difficultly in making a DSAR. This includes accepting verbal requests or supplying information on an accessible format.

You will need to give us one form of identity, examples of documents we will accept are:

•           passport
•           driving licence
•           birth certificate

If your name has changed since your birth certificate was issued, then we may ask for more forms of proof of identity.

We will acknowledge all DSAR applications in writing or by email and will give you a completion date.

Submit a DSAR

In most cases we must give you the data within one calendar month from the receipt of a valid request. The time starts after we have received any identity documents or relevant consents. For complex requests we can extend this period by a further 2 months. If we need this extra time, we will tell you within one month of receipt of the request and explain why.

It helps us find the information if you can be specific in your request and where possible if you could give us details of any departments or staff you have dealt with.

You will see all the information we hold about yourself in your file. We will explore all types of data we hold for example paper files, electronic databases, or data storage. However, you may see that we have redacted (blanked out) or withheld information.

These things can include information:

• given in confidence
• about other people (third party data)
• if given that would prejudice a criminal investigation

Any data we redact or exclude will be due to an exemption in the Act.

We can send the files by encrypted email if the size of files allows. If you wish for paper copies, then we will plan with you on how we can arrange for secure delivery or collection.

If you are unhappy with the response you receive for your DSAR, you can contact our Information Management team to request an Internal Review. Our Information Management team will acknowledge your request for an Internal Review and will advise when you can expect a response for this. If needed, the Information Management team may ask for clarification on why you are unhappy with your response or what you believe is missing.

If you remain unhappy with the response issued for your Internal Review, or for further advice you can contact the Information Commissioner's Office. This is a free service.

 The Information Commissioner’s contact details are:

By phone on 0303 123 1113 (local rate)

Visit the ICO website for more information.