Subject access request

Under the data protection legislation individuals have a right to receive a copy of the information we hold about them and an explanation of the purposes for which it is used.

There is no charge for this process.

We will reply to requests as quickly as possible and in all cases within one month.

Please note in order to make a valid request you must provide us with the following information:

• You must provide us with proof of your identification, such as a copy of your passport or driving licence. This is to ensure you are who you say you are and you are entitled to the information you are requesting
• Please specify in as much detail as possible the type of information you require

The time limit will not start until all information is received in order for us to process the request.

There are a few exceptions to what information will be provided, such as data held for child protection or crime detection and prevention purposes, but in most case individuals will be entitled to a copy of the data held on them.

Requesting information on behalf of someone else

In certain circumstances it may be possible for you to request the personal information of another person such as a child or relative.

If you are seeking information on behalf of someone else then you must provide us with proof of your authority to do so. This can include:

• A jointly signed request form
• A signed letter from the person whose information is being requested giving authority
• Evidence of parental responsibility
• A letter signed by a doctor or other legal professional confirming that the data subject is incapacitated and therefore cannot make the request themselves

This should be accompanied by proof of ID for both yourself and the person the information is about.

Further Rights under GDPR

The GDPR provides you with greater control over how we, as a data controller, handle your personal information.

In addition to requesting access to your information, you can also request the following:

• Ask us to correct or complete personal data we hold about you if you believe it to be incorrect or inaccurate
• Ask us to delete your personal data, where appropriate to do so
• Ask us to stop using your data, or restrict how we use it
• Object to how we process your personal data

Please be aware that these are not absolute rights and are subject to conditions and exemptions. If we are unable to grant your request, you will be notified in writing.

How to make a request

To make a request, please write to the Data Protection and Information Security Officer providing your name and full address, stating what information you would like to receive alongside copies of your ID.

Make an online Data Protection request

Post: Data Protection and Information Security Officer, Customer Experience Team, Charnwood Borough Council, Southfield Road, Loughborough, Leicestershire, LE11 2TU