Requesting information about yourself
Under the
Data Protection Act 1998, individuals are entitled to receive certain personal information which an organisation holds about them.
Subject to certain important exemptions, an individual is entitled:
to be informed whether personal information about them is being processed by the organisation
to be given a description of any such information;
to be advised of the purposes for which that information is being processed; and,
to be advised of the people to whom the information may be disclosed.
In addition the individual is entitled to have the content of the information communicated to them and to be told of the source of the information if known.
Information relating to the apprehension and prosecution of offenders
Information which is being processed for the apprehension or prosecution of offenders need not be disclosed to the individual to whom the information relates where to do so would prejudice that process. This means that, in certain circumstances, it may not be possible to disclose personal information where to do so would prejudice a criminal prosecution.
Personal information about other people
Personal information may not be disclosed where the disclosure of that information could lead to the disclosure of personal information about another person who could be identified from that information. We are, however, obliged to provide as much of the information as it is possible to disclose without disclosing the identity of the other individual.
How to make a request
You can request information which we may hold about you by making a subject access request. To make this request you should print off and complete a
subject access form
To request your own personal data, you should print off and complete a
subject access form. You should complete the form in ink and attach a covering letter explaining what information you are looking for. To help establish your identity, copies of TWO official documents must accompany your application, which between them clearly show:
- Your name
- Your date of birth and
- Current address
For example, a photocopy of a driving licence, birth/adoption certificate, passport and any other official document that shows your name and address.
You should then submit the form, covering letter and identification to:
Data Protection Co-ordinator,
Information & Records Management Team,
Business & Policy Development Division,
Crown Office,
25 Chambers Street,
Edinburgh, EH1 1LA.