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Make a request for your own information

How to make a subject access request (SAR).

You’re entitled to be told if any personal data is held about you and, if so be:

  • given a description of the information
  • told for what purposes the information is processed
  • told the organisations or types of organisations to which your information may have been disclosed

You are also entitled to:

  • be given a copy of the information with any difficult or technical terms explained
  • know, if we are holding the information, where it came from
  • be given an explanation as to how any automated decisions taken about you have been made

Make a request

We prefer your request to be in writing, however verbal requests are also valid.

You can use our online personal information request form to request access to your personal data:

Start now

Alternatively you can contact us by post, email or telephone:

Information Governance Team
Castle House
Great North Road
Newark
Nottinghamshire
NG24 1BY
Email: privacy@newark-sherwooddc.gov.uk
Telephone: 01636 655216 / 01636 655217

Before we can progress your request we need the following information:

  • your full name (and any previous names you have been known by)
  • your date of birth
  • your address (email address and telephone number are also useful) 

You may prefer to download and use the following offline form if contacting us directly Subject Access Request Application Form (PDF, 662kb) although this is not compulsory.

Proof of Identification

You will be required to provide two forms of identification before we can process your request. 

These need to be emailed to us provided in person to our headquarters at the addresses above.

Examples of identification you will need to provide us with are

  • birth certificate
  • driving licence
  • passport or an official letter with your address on. 

Between them the documents should clearly show your name and current address (one showing date of birth if possible). 

If relevant you should include any documentation that proves any change of name, such as a copy of a marriage certificate.

Requests from third-party online portals

We will not accept subject access requests from third party portals where we are unable to view the request without having to take proactive steps.  

In accordance with the guidance issued by the Information Commissioner, if we cannot view a request without having to pay a fee or signing up to a service, we will not have ‘received’ the request and are not obliged to respond.

Making a request on someone else's behalf

You may only access your own information, and someone else’s if you’ve provided proof that you are entitled to act on their behalf, under the Data Protection Act 2018 and GDPR. Requests for other people’s information, including the deceased, will be dealt with under the Freedom of Information Act.

How we process requests

Withheld data

In principle, individuals have access to all personal data held about them, however, there are a few exceptions.  

We can withhold personal information, if providing you with the information could affect:

  • the way crime is detected or prevented
  • catching or prosecuting offenders
  • assessing or collecting tax or duty

Sometimes, your personal information may contain information about other people. This is referred to as 'third-party information'. You are only permitted to access information about you and we may have to withhold or edit information, so that it does not identify third parties.

Refused requests

The council is entitled to refuse to answer a request that is unfounded or excessive, particularly if the request is repetitive.

Complaints

If you’re unhappy with the way your request has been handled, or you wish to object to the council's decision in the first instance, visit our complaints page.