You have a right to ask for personal information we hold about you. This is commonly known as a Subject Access Request (SAR). A SAR gives you the right to be given a copy or summary of information about you. The following details will help you ask for information Coventry City Council holds about you.
Personal information can be described as any information about you that can identify you, for example your name, address or telephone number. It can also be the type of job you do, the things you buy, an email address, a photo and the place you went to school or the services that we provide to you. It can also be held in different ways, for example electronically or on paper.
To make it easier for you as the applicant and for Coventry City Council to identify a request for personal information, we have provided the following form for you to fill in and include all the details we may require so that we can locate the information you are asking for.
Data Protection Law says we are must confirm the identity of the requester, to ensure that we only give personal information to those who have a legal right to receive it. Therefore we will need to see proof of identification and will require one document from each list. A clear full colour copy from each of the lists below should be provided.
NOTE: For CCTV requests we will also require a copy of the V5 (Vehicle Registration) document
NOTE: We cannot accept provisional driving licences or mobile phone bills as identification.
All requests for access to records should be addressed to the Information Governance Team at the address below.
NB. Your personal details and information may not be secure using email and we would suggest using our secure online form above.
If I want my details, what should I include in the request?
Include as much detail as possible. If you are looking for any particular information, it helps if you make this clear. Asking for 'everything you hold' could mean that your request is delayed whilst we ask you to provide more detail.
What happens after I make the request?
After the Information Governance Team receive your request, it will be checked to see if your request is clear enough. If this is not the case, you will be contacted by the team to ask for more detail. The processing of your request will be delayed until you reply.
How long will it take to get my records?
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 rare 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.
How will you get the information to me?
This will depend upon the nature and amount of information. Normally we will give you a choice. We can, depending on the size of the information:
What if I want information about the Council that is not personal information?
Requests for all other types of information, which is not personal information, is dealt with under the provision of the Freedom of Information Act 2000.
The Information Commissioner is the independent regulatory body who is responsible for enforcing the Data Protection Act 2018 and General Data Protection Regulations. The Commissioner offers a range of publications about your rights, as well as advice and assistance.
To report a data breach, please email us at firstname.lastname@example.org or write to Information Governance, Coventry City Council, PO Box 15, Council House, Coventry, CV1 5RR