Glasgow City Council

Data Protection

What is a Subject Access Request?

The Data Protection Act 1998 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".

How do I request it?

You must:

  • make the request in writing
  • supply information to prove who you are (to eliminate risk of unauthorised disclosure)
  • supply appropriate information to help the council to locate the information they require.

The request should include details and provide evidence of who you are (e.g. driving licence, passport, birth certificate, utility bills). 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).

This list is not exhaustive and other forms of identification may be acceptable.  At least one form of identification should contain the same signature that is on your application form or letter and one with a photograph. Please note that the Council will not be able to comply with any requests received unless satisfactory proof of identification is provided.

You can attend our Service Desk at 45 John Street, Glasgow G1 1JE with your original documents and we will be happy to take copies while you wait. .  If you would prefer to send us copies of your documentation, please provide us with certified copies.  A professional person or someone well respected within your community, such as a solicitor, social worker, teacher or police officer, can certify documents by signing and dating them.

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.

Upon receipt of a request, we must provide:

  • information on whether or not the personal data are processed
  • a description of the data, purposes and recipients
  • a copy of the data
  • an explanation of any codes/jargon contained within the data.

We must respond to Subject Access Requests within 40 days.

Make a request in writing to:

Corporate Compliance Officer
Customer Care Team
CBS, Financial Services
Glasgow City Council
City Chambers
Glasgow
G2 1DU

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