What is a Subject Access Request?
The Data Protection Act 1988 gives individuals (data subjects) a number of rights including the right to access personal data that an organisation holds about them. The right of access extends to all information held on an individual and includes personnel files, data-bases, interview notes and emails referring to the individual. If an individual makes a request to view their information, it is known as a "subject Access Request".
The data subject must:
- make the request in writing
- supply information to prove who they are (to
- eliminate risk of unauthorised disclosure)
- supply appropriate information to help the Council to locate the information they require.
Upon receipt of a request, the Council must provide:
- information on whether or not the personal data are processed
- a description of the data, purposes and recipents
- a copy of the data
- an explanation of any codes/jargon contained within the data.
The Council must respond to Subject Access Requests within 40 days.
To download a subject access request form, click on the link provided.
Procedure for Subject Access Request
Individuals wishing to access their personal information should submit a request in accordance with the following:
Make your request, in writing, to our Customer Care Team (see below)
Customer Care Team
City Chambers
Glasgow
G2 1DU
The request should include details and provide evidence of who you are (e.g. driving licence, passport, birth certificate). You should also provide as much detail as possible regarding the information you wish to access (e.g. where and by whom information is believed to be held, specific details of information required).
You are not required to state WHY you wish to access the information: the details we require are merely those that will aid the efficient location and retrieval of information.
Once the Officer receives a Subject Access Request, all efforts will be made to fully comply within 40 days. In any event, you will receive all the information that has been located and can be released within 40 days and an explanation for any information that cannot be provided at that time.