Making a Subject Access Request
Requests for access to personal data can be made in writing or orally. You are also able to make requests at police stations across Gwent. The Office of the Police and Crime Commissioner has a Subject Access Request Form, which is designed to gather the information which we need to identify you, communicate with you and locate data about you. You do not have to complete this form to submit a request, but it is helpful for both you and the OPCC as it ensures the correct information is provided and helps to process your request more quickly.
If you only want certain types of data, please be as specific as possible about the information which you want access to as this will assist us in processing your request. If we hold a large quantity of information on you, and your request covers all or most of that information, we may return to you to specify the information you want or the processing activities to which your request relates.
Two forms of identification will need to be produced at the time of making a SAR in order for it to be processed (one must be photographic identification). Examples of required identification include:
- Driving licence;
- Current passport;
- Medical card;
- Utility bill; or
- Birth/adoption certificate.
We will not begin processing your request until we are satisfied we have verified your identity.
Please send details of your subject access request and identification by email to Commissioner@gwent.pnn.police.uk
or by post to the following address:
Office of the Police and Crime Commissioner for Gwent
Or you can call us during office hours which are Monday to Thursday 9am-5pm or Friday 9am-4pm on 01633 642200.
Consent for Release of Information to Third Parties
You can ask for information to be disclosed to a third party acting on your behalf such as a Solicitor.
In order to facilitate disclosure to a third party, you will need to provide explicit and specific consent at the time of making their request. Disclosure will not be facilitated until the Office of the Police and Crime Commissioner is in receipt of such documents as required to validate the requestor’s identity.
Applications made on Behalf of a Young Person.
SAR’s can be accepted from a young person where they are believed to have sufficient intellectual ability to understand the nature of the application. It is generally presumed that a person of thirteen years of age or over will have sufficient age and maturity to exercise the right of subject access.
A parent or guardian can exercise the right and receive the reply, if the young person does not have the intellectual ability to understand the nature of the application, and the parent is thought to be acting in the best interests of the young person.
The parent must provide proof of parental responsibility in these cases as well as valid identification for themselves. Disclosure will not be facilitated until the OPCC is in receipt of such documents as required to validate the requestor’s identity and parental responsibilities to the child in question.
If you are looking for information held on you by Gwent Police, you will need to submit a SAR to them. Further information can be found on their website.
What happens next?
We will send you an acknowledgement of your request as soon as possible. We may also ask you to provide further information or clarification if we require it, to process your request.
Requested information should be provided within one month of receipt of the request. For example, if a request is received on the 5th June, a response should be expected by the individual on or before the 5th July. The one month period will not commence until all the required information has been received to enable the Office of the Police and Crime Commissioner to progress the request.
Where further information or identification documents are required, the timeframe will be suspended until the required information is received.
If further information or clarification is not received within one month of it being requested by the Office of the Police and Crime Commissioner, the request will be closed and the applicant informed in writing. The request can be reopened at any time upon receipt of the requested information from the individual.
Where a request is overly complex or involves a large number of records to be reviewed, the deadline for compliance can be extended by an additional 2 months. Where this applies, the individual will be notified in writing within the initial one month deadline.
If the Office of the Police and Crime Commissioner holds no data about you, you will be informed of this. You will also be informed of any cases where data about you has been withheld and the reasons for this, including the relevant exemptions, unless doing so would itself reveal information which would be subject to an exemption.