Accessing your information
You have the right to access information that organisations hold about you. Asking them for your information is known as making a ‘subject access request’.
Who can I make a subject access request to?
You can make a subject access request to any organisation you believe holds information about you. Examples include:
- banks and credit-card companies;
- hospitals and doctors;
- your present or past employer;
- and mail-order companies.
How do I make a subject access request?
To make a subject access request, write to or email the organisation you believe holds information about you. If you are not sure who to write to, address your letter or email to the company secretary of the organisation.
Your letter should include:
- your full name – also give any names you used to be known by, such as a maiden name;
- your full address, including your postcode;
- any information you think the organisation will need to find your information and check that you are who you say you are. For example your employer may need your payroll number, and a hospital may need your NHS number;
- it is also advisable to refer to the Data Protection Act.
It is a good idea to send your request by recorded delivery. Keep a copy of the letter and any further letters you send or receive. The organisation may ask for a fee, which is normally no more than £10. However, they may charge you more for certain types of information, such as health records. They may also ask for more information to check that you are who you say you are.
Once you have provided all the relevant information and fee, the organisation must reply within 40 days.
The reply should include:
- a copy of all the information they hold about you;
- details of:
- why your information is processed; and
- the types of organisations it may be passed on to.
The information may be sent to you as a computer print-out, in a letter or on a form. You should be able to understand the information, and any codes should be explained. You can also obtain a copy of your credit file. For more information on this, visit our website www.ico.gov.uk or phone 08453 091 091 to request a free copy of ‘Credit explained’.
What information can’t I see?
Some information on your record may be held back, for example if:
- it could identify someone else and that person objects to being identifed;
- or you are the subject of a criminal investigation.
Who do I contact if I have difficulty getting my information?
If you do not receive a reply to your request within 40 days, you should send the organisation a reminder by recorded delivery (again, keep a copy).
If you still don’t receive a reply, visit our website www.ico.gov.uk or contact our helpline on 08456 306060 for advice on what to do next.