Subject Access Request
You can ask us for a copy of all the personal information that we hold about you. A request for this information is called a 'subject access request'.
You must provide photo identification (ID) when you make a subject access request. This helps us make sure we give the information to the right person and not someone trying to impersonate you.
It will help us find your information if you:
- include full details about yourself – for example, date of birth, account numbers, previous addresses
- tell us which information you are looking for
The right of access to any personal information the council holds about yourself. To request a copy of this information you must make a subject access request in writing, either via our Subject Access Request Application form or a letter to:
You can also ask for the information in writing, by post, by email or verbally.
The Data Protection Officer
Corporate Support Service
Brentwood Borough Council
Essex CM15 8AY
We will provide you with one copy of the information free of charge.
By law, we can charge a 'reasonable fee' or refuse to respond when requests are 'manifestly unfounded or excessive' – for example, repeated requests for the same information within the same year. The fee amount will be based on the cost of providing the information.
Responding to your request
Usually we will send you the information within 20 working days of receiving your application and photo ID. We may extend this by a further 40 working days if requests are complex or numerous. When we need to do this, we will tell you within 20 working days and explain why it's necessary.
If your request is made online, we will send you the information in a common electronic format.
If you need the information to be printed, we will send you a single copy free of charge. If you need more copies, there will be a charge to cover our costs.
Refusing your request
Your request will be refused if:
- it is not received online or in writing
- you do not provide an acceptable form of ID
- your request identical to a recent request to which we've already responded
- we consider the request to be manifestly unfounded or excessive
We will explain our reasons for refusing – and your right to complain – within 20 working days.
Information we cannot provide
There are certain circumstances when, by law, we will not be able to provide you with copies of your personal information. When we make this decision, we will explain the reason.
Examples of information we cannot provide include:
- references provided by us in confidence to a third-party
- information relating to an on-going council restructure that could result in redundancies or changes to employment terms
- social care or health records in situations where we believe disclosure could cause serious harm to the physical or mental health of the individual – this decision would be made by a qualified social worker or health professional