Data Protection Act 2018 - Subject Access Request
Please read the following information carefully before completing the application.
This guidance is for the use and completion of requests for information held by Nottinghamshire Police i.e. ‘locally held’ personal information only.
This request form is NOT to be for used for the following purposes:
- To request a copy of your criminal record and information held on the Police National Computer (PNC)
For guidance and application forms for these purposes please refer to the information on the ACRO website: https://www.acro.police.uk/
- To request a police certificate for visa or emigration purposes
For guidance and application forms for these purposes please refer to the information on the ACRO website: https://www.acro.police.uk/
- Applying for information for Legal Aid
For information on legal aid applications please visit: https://www.gov.uk/legal-aid/domestic-abuse-or-violence
- If you require disclosure for employment purposes, or your work will bring you into contact with children or vulnerable adults, you may have to complete a Disclosure and Barring Service (DBS) basic check
Please visit: https://www.gov.uk/request-copy-criminal-record
Please note: It's against the law for an employer, or potential employer, to ask you to perform a right of access request as part of a vetting process.
- To request information for family court proceedings
Please visit: https://www.gov.uk/looking-after-children-divorce
- To request information under Sarah’s Law – Please follow the below link to our online application form
Sarah's Law (Child Sex Offender Disclosure Scheme) | Nottinghamshire Police
- To request information under Claire’s Law – Please follow the below link to our online application form
- To request information in relation to insurance claims, your insurance company or their loss adjusters should apply to us directly in order to request this information. They should be fully aware of this process, as we are required to adhere to an information sharing agreement – the ACPO ABI Memorandum of Understanding. Please contact your insurance company directly
- To request information in relation to Civil/Court proceedings please apply in writing to: [email protected]
- For guidance on requesting information in relation to a Road Traffic Collision (RTC)
Please contact: [email protected]
- If you are a third party (I.e.: landlord, council, registered or health Organisation) requesting information on an individual without their permission, please refer to your own information sharing agreements/processes in place. Alternatively to be directed to the correct department to process your request please contact: [email protected]
Your Subject Access rights (to ‘locally held’ information)
You have a right to be told whether any information is held about you and a right to a copy of that information in a legible format, unless certain exemptions apply. This will be returned one calendar month after receipt of a fully completed form enclosing appropriate proof of identity.
You will be provided with that information only if you have provided satisfactory proof of your identity (see below for further information). Information may be withheld if someone else can be identified in or from the information – this is known as ‘third party’ information. If you think that information might be held about you that may identify someone else or have been provided by another person, you may want to get that person’s written agreement to enable the information to be given to you. In addition to their consent, they will also need to provide two forms of identity.
Policing information is processed under Part 3 of the Data Protection Act 2018, known as Law Enforcement processing, which is separate from the UK GDPR regime.
- Part 3 only applies to competent authorities (in this case, Nottinghamshire Police) processing for criminal law enforcement purposes
- Processing for other general purposes such as HR will fall under the general processing regime in part 2 of the DPA 2018
- It applies to processing of personal data, which is information about identifiable living individuals
- There are additional rules which apply to ‘sensitive processing’ of some specified types of particularly sensitive data
For more information on Law Enforcement Processing, please visit the Information Commissioners Office website :
Chief Constable’s rights
The provisions of the Data Protection Act mean that in certain circumstances some personal data will not be provided. For example, you will not be provided with personal data if releasing it to you would be likely to prejudice a criminal investigation, or there is an on-going investigation by the Professional Standards Department. Information identifying other individuals may also be withheld. Other exemptions may also apply where information is held for the prevention and detection of crime, including intelligence and VISOR information.
The information you provide on this form will be used for processing your request.
How to apply
- Complete below Subject Access Request (SAR) form
- Include Proof of Identity
To help establish your identity this application must be accompanied by copies of two official documents. One of these documents must have your signature on, such as a UK driving licence or passport.
Examples of documents you could provide are:
- Passport (must be valid or at least within 6 months)
- Driving licence (must be valid or at least within 3 months)
- Identity card
- Bank statement/Utility bill (issued in the last 6 months)
If you have changed your name, please supply relevant documents evidencing the change.
DO NOT SEND ORIGINAL DOCUMENTS AS THESE WILL NOT BE RETURNED.
Nottinghamshire Police reserves the right to request original documentation in some cases. Where Nottinghamshire Police requests original documents, they will be returned by registered post.
3. Once complete, you can either post the form and copies of ID documents to the address below or send via email to: [email protected]
4. We will send an acknowledgement accepting your request providing you with a reference number, investigate and respond. In accordance with the Data Protection Act 2018, once you have submitted your request we will respond within one calendar month. If we are unable to facilitate this request within this timeframe, we will contact you with an explanation and extend this period.