This is known in as a subject access request but we use the terms access to personal information.
We are required to respond to requests within a maximum of 30 calendar days. In order to begin this process:
- the applicant must submit a written request (letter, email or fax) - the identity of the applicant also needs to be confirmed
- if the request involves more than one department then our access to information officer must be informed, they will then nominate a department lead
- once the completed written request has been received it must be acknowledged within 7 days - from this time the 30-day period will begin
If the individual makes a subject access request, we are legally obliged to respond and provide them with the information we hold about them.
In some circumstances they may not be entitled to all of the information we hold about them, in these circumstances we would need to satisfy one of the exemptions contained within the Data Protection Act.
If we refuse the request on the basis of an exemption we need to provide the individual with a justification for this decision.
They are entitled to ask for an internal review of such a decision and may also make a complaint to the Information Commissioneror seek to enforce their right of access through a judicial remedy.
In addition to providing them with a copy of their data, they are also entitled to be provided with:
- the purposes of our processing
- the categories of personal data concerned
- the recipients or categories of recipient we disclose personal data to
- how long the data is kept for, or likely to be kept for
- information about where the data came from (if not directly from them)
- safeguards taken if their data is transferred outside of UK
The easiest way to submit a request to access your information is to complete the form attached to this page.
They don't have to complete this form to exercise their rights, they can just contact us to make your request by email, in writing or verbally. However, having a completed form will enable us to respond more quickly to their request as it should, once completed contain all the information we will need to locate their information.
Contact
Data Protection Officer
Derbyshire County Council
Room B209
Legal Services
County Hall
Matlock
Derbyshire
DE4 3AG
email: access2info@derbyshire.gov.uk