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Right of access

You have the right to have a copy of your personal data and request for all information that we hold about you. This applies to personal information that's in both paper and electronic records.  

When we receive a request from you in writing, we must give you access to everything we have recorded about you.  

To help us do this, you’ll need to: 

  • tell us which services hold your data  

  • give us proof of your identity 

We are only required to conduct a reasonable search of your records where we hold a large amount of information, and it is not clear what information you are requesting.   

Data will be sent to you electronically, and there isn't a charge. However, if you request further copies, we may charge or consider if we can meet the request. 

You do not have to provide all the information listed, but doing so will assist us in processing your request. 

How to make a Right of Access Request 

To enable us to process your request, you’ll need to provide us with the following information:  

  • The period that your request covers, for example if you need information for the last 2 years 

  • The departments or names of officers you would like your information from 

  • Any details, relevant dates, or search criteria that will help us identify what you want   

Providing specific details about what you require and the time frame will help us focus our searches and locate the requested records faster.   

Examples of requests 

  Example 1:

Resident A requests for their council tax records for the period between 1st December 2023 to 1st March 2024.

We will need to carry out searches with the council tax department for these records, and this will be provided to Resident A within one calendar month, as they have identified the records they are seeking and have stated a specified time period which will enable the department to easily collate this information. 

 

Example 2:

Resident B writes to us and asks for ‘all the information you hold about me.’ They have been a resident of the Council for several years.  

The Council processes a large volume of information about Resident B. However, it is not clear from the request what information Resident B wants. If the Council performs a reasonable search of their records, they will be able to provide some of the information held about Resident B but would need to perform a more extensive search to provide all the information they hold. 

In these circumstances, it is reasonable for the Council to ask Resident B to clarify their request. The Council explains to Resident B that whilst they are entitled to request all the information held about them, the Council is only required to conduct a reasonable search of their records. This means that the individual may only receive some of the information held about them. 

Making a request for children’s records 

Children and young people who are of sufficient age and understanding (13yrs and above) can make a request in their own right.   

If an adult makes a request for a child’s records, they must provide proof of holding parental responsibility such as: 

  •  copies of the child’s birth certificates   

  • any court order showing parental responsibility such as a special guardianship order.  

This must be accompanied by documentation confirming:

  • your address such as:

    • an official letter

    • domestic bill addressed to you at your address like a bank statement or utility bill 

  • your identity like a passport or driving licence 

You'll also need to provide any identification the child may hold. 

We may request consent from the child or young person where it is determined that they are mature enough to understand their rights and agree to the disclosure of their records.  

Requesting information about your employment 

To request information about your employment, you’ll need to provide: 

  • the directorate or service you work or worked in  

  • the members of staff you believe hold your information 

  • the period your request covers 

  • your line manager or former line manager’s name, if relevant 

Exemptions to the Right of Access 

There are some circumstances in which we can't provide your data, for example to protect the rights and freedoms of others. We're allowed to reject a request that is unfounded or excessive. If we believe this is the case, we'll let you know the reason. 

We also can't let you see any parts of your record which contain: 

  • confidential information about other people, known as third party information 

  • records written by professionals that could cause serious harm to your or someone else's physical or mental wellbeing 

  • information that may stop us from preventing or detecting a crime. 

How to find information on how and why you are using my data 

We collect and process personal information about you to provide public services and meet our statutory obligations.  

 

Submit a right of access request

Request CCTV or body camera footage