If you want to access information the council holds about you, you can make a subject access request (SAR) under data protection law (UK GDPR). Data protection law controls how your personal information is used by organisations, including businesses and government organisations.

A SAR allows you to ask for the personal data we hold about you, how we use it, and who we share it with.

This is different from a Freedom of Information (FOI) or Environmental Information Regulations (EIR) request, which are used for general, non‑personal information about council activities.

When to make a subject access request

Use this route if you want to see personal information about yourself, such as:

• your housing records
• Council Tax or benefits information
• social care records about you
• HR or employment records relating to you
• correspondence that includes your personal data
• CCTV footage where you can be identified

Solicitors can request a SAR on behalf of their clients. If you want information about council services or decisions that does not relate to you personally, you should make an FOI or EIR request instead.

What you can request

You can ask for:

• copies of your personal data
• an explanation of how we use your data
• details of who we share your data with
• how long we keep your data
• the source of your data, if we did not collect it directly from you

You can request information from any council service that holds your personal data.

How we use your data

We collect and use your personal information so we can provide local services, respond to your requests, and meet our legal duties as a council. This can include things like managing Council Tax, handling planning applications, collecting waste and recycling, supporting local communities, and keeping the borough safe and clean.

We only ask for the information we genuinely need, and we keep it secure. We may share your data with trusted partners such as other public bodies or service providers when it’s necessary to deliver a service or when the law requires it. We never sell your information.

You have rights over your data, including the right to see what we hold about you and to ask us to correct anything that’s wrong.

What you cannot request

A SAR cannot be used to request:

• information about other people (unless you have legal authority or consent)
• general council information (use FOI or EIR instead)
• data that is legally exempt from disclosure, such as information relating to ongoing investigations or legal proceedings

If any information cannot be shared, we will explain why.

Proof of identity

We must confirm your identity before releasing any personal data. You will need to provide:

• one document showing your name (for example, passport or driving licence)
• one document showing your address (for example, utility bill or Council Tax bill)

If you are acting on someone else’s behalf, you must also provide:

• proof of your identity
• proof of their identity
• written consent or legal authority (such as a power of attorney)

How to make a subject access request

You can make a SAR by completing our online form or contacting us in writing.

To help us process your request quickly, please include:

• your full name and contact details
• details of the information you want to access
• the service or department involved (if known)
• relevant dates or reference numbers
• any supporting information that helps us locate your records

We may ask you to narrow your request if it is very broad or covers a long period of time.

Make a subject access request

What happens next

Once we have received your request and confirmed your identity:

• we will acknowledge your request
• we will respond within one month
• we may extend the deadline by up to two months if your request is complex or involves large volumes of data

If we need more information from you to locate your records, we will contact you. We will usually provide your information electronically, unless you request another format. The process is straightforward and only needs to be done once. You can then read and reply to any encrypted message we send you, making sure communication between us is secure.

Fees

Subject access requests are free of charge. A fee may only be charged if a request is manifestly unfounded or excessive, or if you request additional copies of your data.

If you are unhappy with the outcome

If you are not satisfied with our response, you can ask us to review the decision.

If you still have concerns after our review, you can contact the Information Commissioner’s Office (ICO) for independent advice.

Accessibility

If you need help making a request or need the information in an alternative format, please contact us and we will support you.