Adopted by Full Council on 5 February 2025
Revision date
INTRODUCTION:
Individuals have the right to know what data is held on them, why the data is being
processed and whether it will be given to any third party. They have the right to be
given this information in a hard copy. This is known as a ‘subject access request’ or
“SAR”.
What must be done in the event of a “SAR”
1. On receipt of a subject access request, it must be copied immediately to all
councillors and the Clerk if a councillor has received the request.
2. The Clerk must correctly identify whether a request has been made under the
Data Protection legislation.
3. The Clerk and the councillor, who receives a request to locate and supply
personal data relating to a SAR must make a full exhaustive search of the records to
which they have access.
4. All the personal data has been requested must be provided unless an exemption
can be applied.
5. A response must be sent within one calendar month after accepting the request is
valid
6. Subject Access Requests must be undertaken free of charge to the requestor
unless the legislation permits reasonable fees to be charged.
7. Councillors must ensure that the staff they manage are aware of and follow this
guidance.
8. Where a requestor is not satisfied with a response to a SAR, the Council must
manage this as a complaint.
How to Action the Above:
1. All Councillors and The Clerk should be notified upon receipt of a request.
2. The Clerk must ensure a request has been received in writing where a data
subject is asking for sufficiently well-defined personal data held by the council
relating to the data subject. The personal data requested should be clarified with the
requestor. They must supply their address and valid evidence to prove their identity.
The council accepts the following forms of identification:
(*These documents must be dated in the past 12-months; +These documents
must be dated in the past 3-months):
Adopted:
Signed:……………………………….