Subject Access Request Form (Data Protection Act 2018) (plain text version)

Plain text version of the Subject Access Request (SAR) form.

Download an accessible document version of the Subject Access Request form.

Please see the contents of the SAR form below. We require a wet signature for the consent form at the bottom of this page/form for any requests for other people's information. If you do not have access to a printer, we can accept a handwritten version of the form which can be either posted or a photo taken and e-mailed.

Under the Data Protection Act 2018, it is not a requirement to complete this form, however in doing so, it ensures that we:

  • direct your request more efficiently
  • can gather the information that you wish to receive

For us to process the request you must provide us with a copy of a suitable form of identification (ID). This is a legal requirement to ensure that we do not inadvertently release your records to a third party.

You must provide a copy of one of the following pieces of ID:

  • passport
  • driver’s license
  • Council Tax bill
  • recent utility bill (dated within the last 3 months)

For most requests, only one form of ID is required. It should be a copy rather than the original document. For a request to access Social Work information, a second piece of ID is required.

Upon receipt of your proof of identification and full details of the information you are requesting, we have one month to respond to your request.

SAR form

Requestor details – the person making the request

1. Your details

Title:

Full name:

Date of birth:

Current address:

Previous address:

Telephone number:

Email address:

(please provide where possible as this will enable us to contact you about the request)

2. Whose details are you requesting? Please delete the options that do not apply.

My own: yes/no (go to section 4)

Someone else’s: yes/no (go to section 3)

Both my own and someone else’s: yes/no (go to section 3)

3. Other person’s details  [Data Subject – the person whose information is requested]

This is to be completed when requesting information on behalf of someone else.

Title:

Full name:

Date of birth: 

Current address:

Telephone number:

Email address:

Your relationship to them: (please delete as applicable)

I am the above person’s: parent/sibling/solicitor/advocate/husband/wife/partner

People making subject access requests on behalf of the data subject need to be able to show that they have the right to do so. We require one of the following to evidence this:

  • signed written consent to access their information (on page 6)
  • one piece of ID from both the Data Subject and the Requestor
  • Social Work Data requests require a second form of ID

4. What information do you require?

We receive a large number of requests from Brighton and Hove Residents. 

We have identified the following areas most likely to hold information about you/the requester.  

Place an X to the team(s) below where you would like to receive information (for example Team X).

Council Tax

Libraries 

Parking - fines (PCN)/appeals

Parking - Blue Badge

Housing: tenancy file

Housing: homelessness file

Housing: Homemove

Electoral Register

Benefits (housing)

Environmental Services (recycling/bin related)

Environmental Health (land searches)

Regulatory services (neighbourhood disputes/noise complaints)

Planning (have you made an application/objection to an application?)

Customer feedback (have you ever made a complaint, feedback or compliment about a council service?)

Human Resources (HR) (former or current employee). Please complete the below if marked:

  • team(s)/departments:
  • line managers:
  • dates employed:

There is space to add further, specific details of your request in sections 6 and 8.

5. Additional details

Reference numbers:

Names of relevant people:

Which period of time do you wish to access?  (years, months, dates):

6. Other departments not listed above

Put an X next to each department required. For each area marked, please answer corresponding questions to help us locate your information. 

Children’s Social Work Services (these records require a second form of ID to be submitted)

Name of worker/team(s), names of other relevant family members (siblings, parents, grandparents etc): 

 

SEN (Special Educational Needs) 

Name of worker: 

 

Adult Social Care (these records require a second form of ID to be submitted)

Name of worker/team(s): 

 

Disability

Name of worker/team(s):

 

Fostering (for foster carers)

Property and Design (leases)

 

Legal

Case reference:

 

If your request is for schools you should send your request directly to the school you wish to obtain your information from.

If you feel that none of the above options match your request, specify the department/team(s) below:

 

Your request for information

Please tell us what information you wish to access – it is important to be specific and detailed in your request (i.e. by including a date or range of dates) 

 

 

 

 

 

 

 

 

 

 

 

 

Signed: 

Dated: 

Brighton & Hove City Council is the Data Controller for the purposes of the Data Protection Act 2018.  This means that Brighton & Hove City Council is responsible for making decisions about how your personal data will be processed and how it may be used.

The purpose, for which your data will be processed, is in response to your request for access to your personal data held by the council. The information you provide will be treated confidentially at all times.

Security safeguards apply to both manual and computerised held data, and only relevant staff/named disclosures (individuals listed in section 3) can access your information.

Submitting the application form

To submit your application:

  • send an email to DSAR@brighton-hove.gov.uk with the completed form and a piece of ID (2 pieces of ID if your request relates to social care)
  • send the completed application by post to: Information Rights Team, Brighton & Hove City Council, Room 233, Hove Town Hall, Norton Road, Hove,  BN3 3BQ

Frequently asked questions

How long does a request take?

The legal requirement is for the request to be completed within one calendar month from the day after the request has been received. So if a request was received on 1 September 2018, it would be due 2 October 2018.

If the due date falls on a weekend or bank holiday, the due date will be the next working day. 

Will I get a copy of all my personal data that I have requested?

Mostly yes, however, there are exemptions under the General Data Protection Regulation that prevent certain records from being released, or that require information to be redacted (removed).

The main exemptions are as follows: 

  • law enforcement - catching or prosecuting offenders
  • national security
  • assessing or collection of taxes/duties
  • adoption records and reports
  • personal data about someone else, otherwise known as third-party information
  • information which may cause harm or distress to the requester
  • information that would identify someone who has supplied data in confidence about you
  • Legal Professional Privilege

In circumstances where data held on you also relates to another person, the council will need to seek their permission before this information can be released or the information will be redacted.

What if I want to access someone else’s information?

You only have the right to access your own personal data under the Data Protection Act. You do not have a right of access to personal data about any other individual e.g. your family, friends or neighbours, except in the following circumstances: 

If you're a parent requesting information about a child under 16 that you have legal responsibility for there's no automatic right to the data. If a child is old enough to give informed consent and understands the contents of the information, the council will be guided by their wishes.

In most cases, children aged 13 and above are regarded as having sufficient maturity to respond to such requests but each case will be judged on its own merits. In all cases, disclosure would only occur if it's in the best interests of the child.

There are some instances where individuals can access information about third parties, these are if: 

  • consent from the individual(s) to have their information shared (section 3)
  • a solicitor is requesting information on behalf of a client - a signed authority form from the person concerned is required
  • an agent (such as a family member, friend or a charitable organisation) has written authorisation to act on behalf of the person

Further questions

If you have any additional questions send an email to DSAR@brighton-hove.gov.uk.

This form permits your personal information to be released to another person as part of a Subject Access Request. This is not required if you're requesting your own information.

Please complete this form in block capitals.

Proof of identification is also required with this release form. A copy of a driving licence, passport or recent utility bill is acceptable. 

I _______________________________ (full name) permit my personal and/or sensitive information to be accessible to ___________________________________ (name of person permitted to access your information) as part of Subject Access Request to Brighton and Hove City Council.  I understand that the person named above will have access to all my records that have been requested through the corresponding Subject Access Request. This permission is for this request only.

Signed: ______________________________________________________

Name: ______________________________________________________

Date: _______/________/_______

Address: ______________________________________________________

______________________________________________________

Phone number: ___________________________ 

If you wish to withdraw this permission before disclosure, contact the Information Rights Team by: