What information will you receive?
You are entitled to:
- Copies of information that the Council holds about you on both computer and paper records.
- A description of the purposes for which the Council uses your information.
- A list of others who may have seen the information. This will be provided within one calendar month, from the day after we receive the request until the corresponding calendar date in the next month. However, we can extend the time to respond by a further two months if the request is complex or where we have received a number of requests from you. Where this is the case, we will let you know within one month of receiving your request and explain the reason for the extension.
Is there any information that you cannot see?
Information is given to the Council by lots of different people and sometimes this information is given in confidence. The Council must respect the wishes of these people and therefore would need to ask their consent to release this information to you.
Confidential information can include that given to the Council by doctors, the police, teachers and members of the public. The Council can only withhold information according to exemptions in the laws. For example, Data Protection Act 2018 states that we do not have to comply with your request where it is decided that complying would mean disclosing information about another individual who can be identified from that information.
Can other people see your file?
Other people, including members of your family, cannot see your file without your agreement. Likewise, you cannot see information about members of your family without their permission. However those with parental responsibility may see the files of those children who are not of an age to have an understanding of their files. This is on the understanding that the child has not given information that they expect to be kept confidential.
How will you be given the information?
You are entitled to be given a copy to keep and check for accuracy. This will either be a printout from a computer, a photocopy of the paper records or in electronic format if you prefer.
What if you think the information is wrong?
If you think any information recorded about you is wrong, you should inform a member of staff or tell the Council straight away. If the Council does not agree that the information is wrong, you can ask to record your disagreement on your records. You can also appeal to the Information Commissioner or through the courts if the Council does not correct the information. More details can be obtained by contacting the Information Governance Team at the address at the end of this guidance.