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Subject access requests
The data protection laws give you a legal right to request access to any personal information we hold about you
The data protection laws provide you (‘the Data Subject’) with the right to receive a copy of the personal data we hold about you.
Subject access requests
The below form can be used to make a subject access request and to confirm your identity, if we have not already done so. It can also be used to confirm the identity and authority of someone making a request on behalf of the Data Subject.
In order for us to process your request, you will need to provide two forms of identification, one each from the two columns, evidence of name and evidence of address;
| Evidence of name |
Evidence of address (dated within last three months) |
| Current full signed passport | Solicitor letter confirming completion of house purchase or land registration (3) (4) |
| Resident permit issued to EU nationals by Home Office | Electoral roll check (3) |
| Current UK/EU photo driving licence (1) | Most recent mortgage statement |
| Current Full UK driving licence (old style) (1) | Current Local Authority tax bill |
| Firearms certificate | Local Authority rent card or tenancy agreement |
| State Pension or Benefits Book/notification letter (1) | Bank/building society/credit union statement or passbook |
| Sub-contractors certificate (2) | Utility Bill (not mobile phone) |
| HM Revenue & Customs tax notification | Current UK/EU Photo Driving Licence (1) |
| Current Full UK Driving Licence (old style) (1) | |
| State Pension or Benefits Book/notification letter (1) |
Notes - If original documents are not supplied, copies should be certified by a professional person such as an IFA, an accountant or a solicitor.
(1) These items may be used to evidence address or identity but not both.
(2) For self-employed persons in the construction industry – tax exemption certificate with photograph.
(3) You must submit a certified copy of the search if you are relying on this as evidence.
(4) The previous address should also be verified.
What you can expect to receive from us
Your request will be processed within one month of receipt by us of a valid request which includes your evidence of identity and in turn we will then provide:
- a copy of the information in a permanent form
- an explanation of any technical or complicated terms
- information we have on where the information came from
- a description of the information, the purpose for processing it and who we are sharing it with
- the logic involved in any automated decisions (if this has been specifically requested)
Where we have not been able to complete your request within one month we will keep you informed and provide you with a revised timescale which will be no later than 3 months from the original valid request.
Subject access requests can be made verbally, either in person or via a telephone call, on social media, or in writing via an email or a letter and do not have to follow a set format. However, the following request form has been prepared for your convenience and aims to capture all the information we need to process a request:
Please send your completed request form, proof of identity and proof of authority to act on behalf of the Data Subject (if applicable) to:
Governance Department
Barnett Waddingham
St James's House
St James Square
Cheltenham
Gloucestershire
GL50 3PR