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Glasgow City Council

Subject Access Request

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Important Information

Please be advised that due to the evolving nature of the COVID-19 pandemic it may be difficult for us to process and respond to your subject access request within the statutory time-scales. The Council is working hard to ensure that resources are focused on delivering and supporting essential services.

We have had to adapt some of our processes, including how we validate your ID. Under normal circumstances, you could attend our Service Desk at 45 John Street, Glasgow G1 1JE between 9am and 5pm, Monday to Friday, with your original documents and we would be able to take copies of these.  

However, due to COVID-19 restrictions, our Service Desk at 45 John Street, Glasgow G1 1JE is closed to the general public at present.

Under normal circumstances, if we were unable to check your documentation in person, we would ask you to send us copies of relevant documentation which have been 'certified' by a professional person or someone well respected within the community, such as a solicitor, social worker, doctor, teacher or police officer.  This is to ensure that we are not releasing personal data to the wrong person.

Where possible, we would still ask that you provide us with copies of certified identification when making a subject access request. However we recognise that at present it may not be possible for everyone to get documentation certified. 

In these cases, we would ask that you provide us with as much information as possible connecting you to the subject matter of your request, such as copies of correspondence we have sent to you relating to the particular matter. 

The Council will take a proportionate view in relation to the verification of identity in deciding whether and how much information we can release.  For particularly sensitive information, or requests for all information we hold about someone, it may not be possible to comply with such requests until circumstances have changed and we receive properly certified proof of identity.

Thank you for your understanding during this unprecedented situation. 

What is a Subject Access Request?

The UK General Data Protection Regulation 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?

If you are specifically interested in Social Work records, please make your request directly to our Social Work Department which can be done here.

You must:

  • 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 one month. In any event, you will receive all the information that has been located and can be released within one month and an explanation for any information that cannot be provided at that time.

Make a request in writing to:

Data Protection and Freedom of Information Team
Glasgow City Council
City Chambers
G2 1DU

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