You can ask to access the information we hold about you
This is known as making a Subject Access Request (SAR) and is about you having the right to ask for personal information we have about you and the services you receive from us.
You can make a SAR request either verbally or in writing and requests are generally free of charge. We would prefer you to make your request in writing so that we are clear about the information you would like to access. We have created a Subject Access Request (SAR) Form [Doc, 145Kb] that can be printed to help with your request.
Generally other people cannot access your personal information, but in certain circumstances this may be permitted, such as where you have given written permission for someone else to make a request on your behalf or where you have parental responsibility.
When we respond some information might be withheld, such as where another person is referred to or where releasing the information is likely to compromise the prevention and detection of a crime.
Before making your SAR request please read our Access to Information Policy[PDF, 567 Kb] and Subject Access Request Guidance Notes [Doc, 26Kb] that provide further detail.
Access to adoption records
Adults who have been adopted can request access to their original adoption files. Please see our adoption file access page for more information and to access the Adoption File Request Form.
You can ask us to change information you think is inaccurate
If you disagree with something written on your file please let us know. We may not always be able to change or remove that information but we’ll correct factual inaccuracies and may include your comments in the record to show that you disagree.
You can ask us to erase information (right to be forgotten)
In some circumstances you can ask for your personal information to be erased (deleted), such as:
Where your personal information is no longer needed for the reason it was collected
Where you have withdrawn your consent for us to use your information
Where there is no legal reason for the use of your information
Where deleting your information is a legal requirement
Sometimes we will refuse to delete your information, such as where we are required by law to keep it. If your personal information has been shared with others we will do what we can to make sure they also comply with your request for erasure.
You can ask us to restrict what we use your personal information for
You can ask us to restrict using your personal information in some circumstances, such as:
Where you have told us you think information about you is inaccurate whilst we verify this
Where we have no legal reason to use that information but you have asked us to restrict what we use it for rather than erase it
Where you have objected to us using your personal information, whilst we verify this
Whilst we are restricted from using your information we will not do anything with it other than to store it unless:
- We have your consent;
- To establish, exercise or defend a legal claim;
- To protect the rights of another person;
- It is for reasons of important public interest.
You have the right to ask us to stop using your personal information for any council service, but if this request is approved this may cause delays or prevent us delivering a service to you.
If your personal information has been shared with others we will do what we can to make sure they are also aware of your request for restriction.
Where restriction of use has been granted, we’ll inform you before we carry on using your personal information. Sometimes we will refuse to comply with your request for restriction, such as where we are required by law to use your information.
You can ask us about data portability
You have the right to ask us for your personal information to be given back to you in a structured, commonly used machine readable format so that you can take it to another organisation. This applies only to information you have given us, that we using in an automated way (excluding paper format) and where we are using it either on the basis of consent or for the performance of a contract.
Generally we are using your data for reasons, such as a legal reason and in these instances data portability won’t apply.
You can object to us using your personal information
In some circumstances you can object to us using your personal information.
You have the absolute right to object to the processing of their personal data if it is for direct marketing purposes.
You can also object if the processing is for:
- A task carried out in the public interest;
- The exercise of official authority vested in you; or
- Your legitimate interests (or those of a third party).
Rights in relation to automated decision making and profiling
You also have rights where we are processing you personal information in an automated way without human involvement or where we are carrying out profiling. We identify on our Team Privacy Notices where this type of processing is taking place.