FAQ general

These questions have been collated to help you to complete the Subject Access Application form (SA1 Green).

If you have any further questions which have not been answered below please contact 01392 452675 (International dialling 0044 1392 452675) or email us on

dataprotection and we will be happy to help you. Office hours are 9 00 a.m. to 4.30 p.m.

Questions

1. Can I send the subject access request back to you by fax or e-mail to save time?
2. What will happen if I do not complete the subject access request correctly?
3. How will the completed responses be returned to me?
4. How long does a subject access request take to process?
5. I need my reply urgently for my visa, can this request be made a priority?
6. How long is my ‘Person Record’ valid for?
7. Can I have more than one copy of my ‘Person Record’?

Answers

Can I send the subject access request back to you by fax or e-mail to save time?

Unfortunately as processing can only begin when the appropriate fee is received, we are unable to accept completed requests by fax or e-mail. Separating Subject Access requests and the fee in an attempt to speed up your application can result in delays due to the volume of requests received for processing and the difficulties encountered when trying to marry up the correct requests and fees.

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What will happen if I do not complete the subject access request correctly?

If we can not contact you by telephone or email we will write explaining the problem and offering you a solution. Note: Please provide a DAY TIME or MOBILE phone contact number in case we have any questions regarding the request. If you reside overseas and have an EMAIL ADDRESS please include this and we will use this as well as the telephone to make contact with you

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How will the completed responses be returned to me?

The identity documents, receipt for the fee and covering letter including your reference number will be sent by first class mail within the UK* and Europe and via airmail to all other countries. Responses are sent by ordinary mail within the UK and Europe and via airmail to all other countries. *Original documents such as passport, driving licence, birth certificate and medical card are returned by recorded delivery within the UK.

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How long does a subject access request take to process?

The Subject Access request will be checked and registered in the Data Protection Office on the day of arrival. Once the processing of the request is complete, a receipt will be issued and sent to you with your identity documents. Devon & Cornwall Constabulary have a legal duty to respond to the Subject Access request within 40 consecutive days. The response is printed on tamper-proof headed paper. Note: This paper can not be faxed or photocopied due to properties within the watermark as the word FRAUD will be clearly visible on the copy.

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I need my reply urgently for my visa, can this request be made a priority?

Unfortunately as over 90% of all Subject Access requests are for emigration purposes (visas, work permits, green cards, residency or citizenship) it is not possible to speed up the process. All requests are processed in receipt order from the date they are registered with the Data Protection Office. If you feel that you might have compassionate grounds for your request to be prioritised please call and discuss this with the Data Protection Office.

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How long is my ‘Person Record’ valid for?

This will be at the discretion of your employer or the embassy dealing with your visa/emigration/employment application. You should discuss this with your prospective employer or the person dealing with your emigration request. It appears that most embassies will only accept a ‘Person Record’ within 12 months of the date of issue. Note: It is important to follow up your response (the original ‘Person Record’) if it does not arrive by the 40th day. Please make enquiries as soon as the 40 days have passed. Devon & Cornwall Constabulary will not produce a duplicate after 54 days have elapsed from the date the application was correctly received in Force. A fresh request and a further fee will have to be submitted if this time has expired.

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Can I have more than one copy of my ‘Person Record’?

Yes. If you require more than one certificate at the time of requesting your ‘person record’ please add £10.00 for each additional certificate and attach a covering letter stating clearly the number of additional certificates required.

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