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How to access your personal information
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You have the right to access information that organisations hold about you. Asking them for your information is known as making a "subject access request".

Who can you make a subject access request to?

You can make a subject access request to any organisation you believe holds information about you.

Examples include:
  • banks and credit-card companies;
  • hospitals and doctors;
  • your present or past employer; and
  • mail-order companies.

    How do you make a subject access request?

    To make a subject access request, write to or email the organisation you believe holds information about you. If you are not sure who to write to, address your letter or email to the company secretary of the organisation.

    Your letter should include:
  • your full name: also give any names you used to be known by, such as a maiden name;
  • your full address, including your postcode;
  • any information you think the organisation will need to find your information and check that you are who you say you are. For example your employer may need your payroll number, and a hospital may need your NHS number;
  • it is also advisable to refer to the Data Protection Act. It is a good idea to send your request by recorded delivery. Keep a copy of the letter and any further letters you send or receive. The organisation may ask for a fee, which is normally no more than £10. However, they may charge you more for certain types of information, such as health records. They may also ask for more information to check that you are who you say you are. Once you have provided all the relevant information and fee, the organisation must reply within 40 days.

    Example Letter:

    123 Any Street Anytown A45 6EC

    Date:

    Dear Company Secretary

    Under the Data Protection Act 1998, please send me a copy of all the information you hold about me.

    If you need more information from me, or if you make a charge, please let me know as soon as possible.

    If you do not normally handle these requests, please pass this letter to your Data Protection Officer or another appropriate person.

    Yours faithfully

    The reply should include:

  • a copy of all the information they hold about you;
  • details of: why your information is processed; and the types of organisations it may be passed on to.

    The information may be sent to you as a computer print-out, in a letter or on a form. You should be able to understand the information, and any codes should be explained. You can also obtain a copy of your credit file. For more information on this, visit: www.ico.gov.uk or phone 08453 091 091 to request a free copy of "Credit explained".

    What information can't you see?

    Some information on your record may be held back, for example if it could identify someone else and that person objects to being identified; or you are the subject of a criminal investigation.

    Who to contact if you have difficulty getting your information

    If you do not receive a reply to your request within 40 days, you should send the organisation a reminder by recorded delivery (again, keep a copy).

    If you still don't receive a reply, visit www.ico.gov.uk or contact their helpline on 08456 306060 for advice on what to do next.

    Correcting your information if it's wrong

    If you believe your personal information is wrong, you should write to the organisation, to tell them what information you believe is wrong and what should be done to correct it.

    There is no particular form of words you should use, but make clear who you are and what personal information is wrong; and what should be done to correct it.

    If you are sending a letter, it is advisable to send it by recorded delivery. You can also email your letter if the organisation can identify you and the personal information you are referring to from your email.

    Keep a copy of what you send and any replies you receive. Record the dates of all correspondence.

    If the organisation fails to correct the information on your request, you should write to them again, enclosing a copy of your original letter and requesting a response. If they still refuse, or fail to deal with your request, visit www.ico.gov.uk or contact their helpline on 08456 306060 for advice on what to do next.
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