The UK General Data Protection Regulation 2018 (UK GDPR) and the Data Protection Act 2018 gives individuals the right to find out what information is held about them. It governs how organisations collect, use and process personal information. The legislation gives you the right to ensure that our records are correct and up to data and to have them corrected if necessary.

What rights do I have?

Under the legislation, data subjects have a number of rights, these may differ depending on the lawful basis for the processing of your data but they could include for example:-

  • To be told what information we hold about you, both in paper and electronically.
  • To be told what we're using the information for.
  • For processing to be stopped if you believe the processing will cause you damage or distress.
  • Not have your information used for direct marketing.

Please be aware of our obligations under the National Fraud Initiative (NFI).

What types of information can I request?

You can gain access to information that is held about yourself including the following (list is not exhaustive):

  • Social Care Records (Adults and Children)
  • Educational Records
  • Council Tax Information

How can I find out what information is held about me?

You can make a request verbally, or in writing, including on social media. We recommend you put it in writing if possible because this gives you a record of your request and ensures we are clear on the information you have requested.

If the request is not clear, we may need to contact you for clarification before we can proceed with the request.

To help us find the information we hold we will need:

  • Your full name and date of birth
  • Your address and previous addresses (if applicable)
  • Details of any services within Warrington Borough Council with whom you have had dealings.
  • If you can provide us with details of any reference numbers or names of staff that you have had contact with this will help us find all the information we have

To apply you need to complete this Subject Access Request form.

Do I need to provide anything else with my application?

You must provide two forms of identification to confirm the identity of the data subject, one which confirms their identity and one which confirms their current address.

Please provide one document from each of the lists below.

Acceptable proof of identity (scanned or photocopies are only required):

  • Current passport
  • Unexpired photo card driving licence (full or provisional)
  • Bus pass with photo
  • Birth certificate (if none of the above are available)

Acceptable proof current address (scanned or photocopies are only required):

  • Utility bill dated within the last three months
  • Council Tax bill for current year
  • Unexpired old style paper driving licence
  • Bank statement dated within the last three months
  • Benefits agency/state pension correspondence (on letterhead) dated within the last three months

If you are a representative applying on behalf of the data subject, you must provide their written consent. In certain circumstances you may also be required to provide two forms of identification shown above which confirm your identity and current address.

Please note: We will not process or release any information to you until we have received the above documents to prove identity and address.

Requesting information on behalf of a third party

We will ask for proof of your authority to act for a third party if you are making a request on their behalf (for example proof of power of attorney, or proof of parental responsibility).

Children are generally considered competent to make a subject access request at age 12 or over.

We will require proof of parental responsibility before disclosing any information.

How much do I have to pay?

There is no charge for you to access information about yourself.

If the Council deems that the request is obviously unfounded or excessive we reserve the right to charge a fee for the administrative costs of complying with the request. We may also charge a fee if an individual requests further copies of their data following a request.

If I apply in writing, where do I send the completed form to? 

You can email the completed form and any relevant documentation to support your application to contact@warrington.gov.uk 

Alternatively, you can post them to:

Warrington Borough Council
Subject Access Requests
Contact Warrington East Annexe
Town Hall
Sankey Street
Warrington
WA1 1UH

How long will it take to get my records?

  • The regulations require the council to provide you with a copy of your information within one month of receiving your valid request. However if your request is complex we are allowed to extend this by two months and we will tell you if this is the case. 
  • If you apply to another organisation for access to your records they may have different timescales in which to give you the information

Why has some information been blocked out?

There are several reasons why some information may be blocked out (redacted), for example it may refer to someone other than yourself: so this will not be part of your personal information. 

Why have you not given me any information?

There are occasions when we do not have the personal information you ask for. This could be for a number of reasons, for example no information about you could be found - because the records are no longer held. If we do not have the information we will let you know. 

2 February 2023