Subject access request

When we receive your written SAR, we must give you access to all our records about you. If you ask us, we'll also let others see your record (except if one of the points below applies).

Please tell us which services likely hold your data. Also, provide proof of your identity. Data will be sent to you electronically, and there isn't a charge. If you need further copies, we may charge a fee for these.

When we cannot provide your data

There are some circumstances in which we can't provide your data. For example, when we need to protect the rights and freedoms of others. We're allowed to reject a request that is unfounded or excessive. If we believe this is the case, we'll let you know the reason.

We also can't let you see any parts of your record that contain:

• Confidential information about other people. This is called third-party information.
• Records written by professionals that could cause serious harm. This is harm either you or someone else's physical or mental wellbeing.
• Information that may stop us from detecting a crime.

For more information, see Information Commissioner's Office.

Your right to be forgotten

You can ask us to delete our records that contain your personal information. If your information has been shared, we'll try to ensure that those using it follows your request too. You can ask for your personal information to be deleted if:

• Your personal information is no longer needed. This is for the reasons it was collected in the first place.
• You've removed your consent for us to use your information. This is if there's no legal reason for us to use it.
• Deleting the information is a legal need.

When we can't delete your information

We won't be able to delete the information if any of the following apply:

• We need the information to provide a service we are authorised to provide by law. Or we believe the data to be necessary for a task in the overriding public interest.
• The information is needed for a contract to which you are party.
• Records are needed to protect public health.
• We need the data to establish, exercise, or defend a legal claim.
• We need it for archiving for scientific or historical use.

Your right to rectification

You have the right to ask us to correct any disagreement with your file. We'll fix any factual inaccuracies. If we've shared the data online or with others, we'll correct it or ask them to do so too.

If we find the information correct after your request, we'll add your statement to the record. The statement will be on the data you believe to be correct or stating your dispute.

Data portability

You can ask us to share your personal information with a service provider of your choice. We'll provide your data in a structured format.

Your right to object

You have the right to object to us processing your data for a few reasons:

• You do not think we have the authority.
• Your data is being used for direct marketing or research.
• You're being profiled.

Your right to restriction

You have the right to ask us to restrict what we use your personal information for if:

• You've found some false information and reported it to us.
• We don't have a legal reason to use that information. But you want us to restrict what we use it for rather than erase it.

You can ask us to stop using your personal information for any council service. If this request is approved, it may prevent us from delivering that service.

We will store restricted information securely and use it with your consent. We can use it to handle legal claims and protect others. Or we can use it where it's for important public interests of the UK. We'll always tell you before we use your personal information.

Where possible, we'll seek to follow your request. But we may need to hold or use information because we're required to by law.

Automated decision-making

You have some rights on decisions made about you by a computer. This includes profiling. It can be part of an automated decision-making process. You can:

• Challenge a decision that has been made. This is unless there is a legal need.
• Request an explanation of the decision.
• Request that the decision be made by a person instead.
• Object if you are being profiled.

Profiling is where decisions are made about you based on your personal information. For example, your health conditions or status. We may do this to help us deliver the most appropriate service to you. If we do use your personal information to profile you, we must tell you.

The following council services use automated decision-making:

• In electoral services, we use automated systems to check if you can vote. It uses information about your age, address, and nationality. These systems also help staff check signatures on postal votes.
• For benefit services, we use automated systems to check your level of entitlement.