Form SA/1A (Revised May 2018)
Data Protection Office Police Headquarters, Saunders Lane, Hutton, Preston PR4 5SB Tel: 01772 412714 /412326 E-mail: SubjectAccess@lancashire.pnn.police.uk
Dear Sir/Madam
Please find attached an application form for Subject Access, following your recent enquiry.
Subject to exemptions, under GDPR and the Data Protection Act 2018 you have the right to be aware of and verify the lawfulness of the processing carried out by Lancashire Constabulary; please use this form for this purpose.
This form should be used to apply for any locally held information by Lancashire Constabulary such as incident logs, statements, crime reports, officer’s reports, criminal files, HR information etc (please note third party data will not be provided through this process).
If you want to apply for convictions, cautions and juvenile warnings/reprimands held on the Police National Computer (PNC) do not use this form you need to apply using a separate form. Please see http://www.acro.police.uk/subject_access.aspx for a copy of the application form or to apply online. Alternatively, telephone ACRO on +44 (0)2380 479 920.
Please note, you shouldn't be required to provide personal information as a condition of employment or for the provision of a contract for goods or services. Under the Data Protection Act 2018 it is a criminal offence to require an individual to use the Subject Access in this way (Section 184).
Lancashire Constabulary does not provide disclosure for vetting purposes. If you require disclosure for employment purposes or a personal licence please contact the Disclosure and Barring Service on 03000 200 190 or via their website https://www.gov.uk/request-copy-criminal- record .The ‘Basic Disclosure’ they provide takes account of the Rehabilitation of Offenders Act.
If you require the information for a visa application and are travelling to America, Canada, New Zealand, Australia, Bahamas, Belgium, Chile or South Africa do not use this form, please contact ACRO on 0845 6013999 or visit www.acro.police.uk/police_certificates.aspx
To apply for a copy of an interview tape you need to apply via email to [email protected].
If you are going through civil proceedings and require disclosure of information for this purpose please email [email protected] for further information (please note representation by a solicitor is required for these disclosures) or a court order if unrepresented.
There are guidance notes and a checklist over the page to assist in completing this application form.
If you require any further assistance, please telephone or email using the above details.
Yours faithfully
Data Protection Office Lancashire Constabulary
Form SA/1A (Revised May 2018)
SUBJECT ACCESS APPLICATION GUIDANCE NOTES
To help establish your identity your application must be accompanied by photocopies of two official documents (DO NOT SEND ORIGINALS) bearing your name, current address, DOB and signature, for example: Birth Certificate Passport 1 Driving Licence Benefit/Pension/Bank Book Medical Card
If sending your application electronically, please scan/photograph your ID The law requires that personal data held about you will be posted on or before one calendar month of the receipt of a request. This period will not commence until we have received all appropriate information / ID. Where requests are complex or numerous we can extend the period of compliance by a further two 2 months; if this is the case you will be informed within one calendar month of receiving the request to explain why the extension is necessary. If you have not received a response by the “expected reply by” date, as stated on your acknowledgment letter, please contact this office on the details over the page. If you think information may be held about you which may identify another person, you may want to get their written agreement and send this with a copy of their identification documents with your application. 3 An example of this would be if someone has called in an incident on your behalf.
Before you make a Subject Access request it is important to bear in mind that Lancashire Constabulary will not make information available if: - The release of information could lead to the identification of another person to whom Lancashire Constabulary have duty of confidence (unless we have their explicit written 4 consent and ID). Subject Access does not ordinarily give a person access to information about other people - The information being processed is used for the prevention/detection of crime or arrest/prosecution of offenders
Subject Access is not a suitable way of finding out information in order to take legal action against individuals or organisations. Please see the Lancashire Police website for further information regarding 5 this process under the ‘Accessing Information’ section. http://www.lancashire.police.uk/about- us/accessing-information.aspx Police forces within the United Kingdom DO NOT issue documents described as ‘‘certificates of good conduct’’ or ‘‘Police clearance certificates’’. Nor do they provide other evidence of good character. It 6 should therefore be noted that applying for Subject Access will NOT provide you with a certificate of this nature. Where requests are manifestly unfounded or excessive we can refuse to respond to the request. Where we refuse to respond to a request, we will explain the reason and informing you of your right to complain 7 to the ICO within one calendar month.
If you wish to send your Subject Access Form via email, please be aware that whilst the email will be sent to Lancashire Constabulary’s secure network, unless you have a secure email address to send from the 8 delivery of the email is over an insecure connection via the public internet. Lancashire Constabulary cannot accept responsibility for any loss or interception of the email.
Please refer to the checklist below before posting / emailing your application form:
Complete all Section 1 with your personal details. Complete Section 2 and provide sufficient details in respect of the information you require. Enclose relevant ID as per the guidance notes and Section 4 of the application form. Sign the declaration at Section 5.
Form SA/1A (Revised May 2018)
Subject Access Form
How to apply for access to information held by Lancashire Constabulary
BEFORE COMPLETING – PLEASE READ THE SEPARATE THE GUIDANCE NOTES
YOUR RIGHTS
Subject to certain exemptions, you have a right to be told whether any information is held about you and a right to a copy of that information. The Chief Constable will only give you that information if satisfied of your identity. You are not entitled to information identifying someone else, unless that person agrees. THE CHIEF CONSTABLE’S RIGHTS
The Chief Constable may deny access to information where the Act allows but the main exemptions in relation to information held by the Police is where the information is held for: the prevention and detection of crime the apprehension or prosecution of offenders And giving you the information would be likely to prejudice any of these purposes.
COMPLETED APPLICATIONS
Please post completed applications to the following address:
Data Protection Office (Subject Access) Lancashire Constabulary PO BOX 77 Hutton Preston PR4 5SB
Alternatively please print off and scan your application and email, along with the relevant ID to [email protected]
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Form SA/1A (Revised May 2018)
SECTION 1 – ABOUT YOU
Please use BLOCK letters and black ink
Title Mr Mrs Ms Miss Other (Please Tick) First Name(s) Surname/Last Name Maiden/Former Name Sex Male Female (Please Tick) Date of Birth (dd/mm/yyy) Place of Birth (Town & County) Height (Feet and Inches) Home Address (street, town county & postcode) (Your current address must match the current address on your identification. This address will be to where all correspondence will be sent, unless otherwise stated) Previous Address(es)
(only provide if lived at the above address for LESS than 10 years)
Home Telephone No Mobile No Email Address How would you like your Subject Access disclosure to be delivered? Please select one option: Email (see below) Post Email disclosures will be sent to the email address specified above. Please be aware that whilst the email response will be sent from Lancashire Constabulary’s secure network, unless you have a secure email address, the delivery to your personal inbox is an insecure connection via the public internet. Lancashire Constabulary cannot accept responsibility for any loss or inappropriate access to the email response once it has left our secure network. It is also the responsibility of the applicant to ensure that the email address submitted is accurate. The information supplied in this application will be used for the purpose of administering this request and to ensure the accuracy of police systems. Please see our registration with the Information Commissioners Office under reference: Z4886309 Our Fair Processing Notice can be viewed on our Force Website: www.lancashire.police.uk
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Form SA/1A (Revised May 2018)
SECTION 2 – INFORMATION REQUIRED
If you wish to access personal data which may be held on Lancashire Constabulary information systems, to help us find the information that may be held about you, please supply additional details in the boxes below. Please note, a failure to provide further information as listed below will result in your application being rejected and returned to you. Please continue on a separate sheet if you need to expand on any of the questions detailed below or describe the specific information you require.
Were You: (please tick relevant boxes) A Victim / informant / witness Arrested / convicted / charged with an offence Other (please specify) Please specify exactly what information you require (please include the below information) *What happened to cause you to have contact with the police *When did this happen *Where did this happen and how was it reported *Any relevant reference numbers (crime report numbers, incident log references, file references etc) *If you have previously made a Subject Access request to Lancashire Constabulary, please provide any reference number(s)
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SECTION 3 – REASON FOR REQUEST (OPTIONAL)
SECTION 4 – PROOF OF IDENTITY DOCUMENTS
To help establish your identity your application must be accompanied by photocopies of two official documents (DO NOT SEND ORIGINALS) bearing your name, current address, DOB and signature, for example: Birth Certificate Passport Driving Licence Benefit/Pension/Bank Book Medical Card If sending your application electronically, please scan/photograph your ID
SECTION 5 – DECLARATION
TO BE SIGNED BY THE APPLICANT (Electronic Signatures NOT accepted. Print off the form and sign) I have read and understood the guidance notes The information which I have supplied in this application is correct and I am the person to whom it relates I have enclosed original signed letter of authority or Power of Attorney & any relevant ID (please tick if applicable) Signature: Date: ! WARNING ! A person who impersonates or attempts to impersonate another may be guilty of an offence.
ADDITIONAL ADVICE & GUIDANCE
Advice about completing this form? General advice on your rights under the GDPR / the Data Protection Act? Data Protection Office The Office of the Information Lancashire Constabulary Commissioner PO BOX 77 Wycliffe House Hutton Water Lane Preston Wilmslow PR4 5SB Cheshire SK9 5AF www.lancashire.police.uk www.ico.gov.uk 01772 412714 / 412326 0303 123 1113 / 01625 545 745 [email protected]
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