Application to receive Personal Information held by Surrey Heath Borough Council

Subject Access Request regarding information about someone else.

This form should only be used if requesting data about someone else.

Under the Data Protection Act 2018, an individual, or a representative of the individual with the data subjects written consent, is entitled to ask organisations for copies of the personal information which the organisation holds about them, subject to certain exemptions. The Council is required to provide the individual copies/access as requested within 1 month. To enable Surrey Heath Borough Council (SHBC) to comply with such requests, please complete and submit this form.

Please provide your details below.

Please complete the information regarding your relationship to the person who you are acting for.

OR.

Data Subject – Person that the information relates to

There may be a number of services within the Council that hold personal data about the data subject. To help us deal with your request quickly and efficiently please provide as much detail as possible about the information you want; for example – files held by: Housing Benefits, Human Resources, Parking Services etc. Also include the relevant dates for example – January to June 2017

Please provide any further details that may assist us in locating the data subjects information, for example: the names of any officers within the Council that you believe may hold relevant information.

Identification documents

SHBC are required to verify the data subjects identification to ensure that we provide personal data to the correct individual.

We may need to ask you to provide us with some form of photo identification, such as a copy of the data subjects passport or driver’s licence.

If the identification does not state the data subjects correct address then proof of residence may be needed such, as a Council Tax Registration Form, Council or Housing Trust Rent Book, medical card or utilises bill.

You will not need to provide us with any details on the documents other than the name and address/photo of the data subject.

If we do require identification from you we will let you know, your request will be placed on hold until we receive the identification, once we receive and check the identification we will then begin to process your request.

Declaration

By submitting this request I certify the information provided on this form is true. I understand Surrey Heath Borough Council is not obliged to comply with my request unless they are supplied with such information as they may reasonably require in order to satisfy themselves as to my identity and to locate the information which I seek.

Warning – a person who unlawfully obtains, or attempts to obtain, personal information is guilty of a criminal offence and is liable to prosecution.

Privacy Notice

In order to comply with the Data Protection Act 2018, Surrey Heath Borough Council is obliged to provide you with the following information about the personal data you give to us:

• SHBC will use the data provided to respond to your request.

• Your information may be passed on to relevant service areas within SHBC and, in the event of a complaint, the ICO.

• The information will not be passed on to any other third parties, except where this is absolutely necessary, either to comply with our legal obligations or as permitted by Data Protection legislation.

• The Council will keep your data for 5 years after the last action for this request.

• Under the Data Protection Act 2018, we have a statutory obligation to process this data. If you do not provide this data then SHBC will not be able to respond to your request

• For further information about how SHBC uses your personal data, please see our How we use your data page.