FAQ Questions dealing with queries for about the Subject Access Form

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

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. If I completed the SA1(Green) form and tick section 4(i) what will the Police issue?
2. Why do I need to provide two forms of identification?
3. Besides birth/adoption certificate, driving licence, medical card and passport what else do you accept as an official document?
4. Do I have to send the original document?
5. I do not have an account with a British bank, how can I get a cheque or equivalent for £10.00 sterling?
6. I live overseas, do you want me to include postage costs in my payment?
7. Can I pay by credit card?
8. What if I have more previous address details that there is space on the form?
9. The police check I am requesting is to form part of an emigration application/for work overseas. Which box should I tick in section 4 (i) to get the correct information?
10. Do I need to tick section 4 (ii)?

Answers

If I completed the SA1(Green) form and tick section 4(i) what will the Police issue?

You receive a certificate listing any prosecutions, convictions or cautions that you may have. If you do not have any relevant convictions, this certificate will state words to the effect of, ‘there is currently no information held about this person on the Police National Computer’.

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Why do I need to provide two forms of identification?

As part of the provision of the Data Protection Act 1998, Data Protection Officers must satisfy themselves that the individual requesting the data is the person they claim to be. Your identification MUST show your name, date of birth and current address. As not many official documents show all three together, we ask for a second document to make it easier for you to provide this information.

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Besides birth/adoption certificate, driving licence, medical card and passport what else do you accept as an official document?

Utility bill (gas, water, electric or telephone), council tax bill, bank/credit card statement; correspondence from Inland Revenue, Benefit Agency, Solicitor, Mortgage Lender, Professional Body; correspondence from your employer (payslip/letter of appointment), tenancy agreement. Please delete any financial information you do not wish us to see. We will only be examining the name and address portion.

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Do I have to send the original document?

No. Section 2: Proof of Identity clearly states that photocopies are acceptable.

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I do not have an account with a British bank, how can I get a cheque or equivalent for £10.00 sterling?

International banks will provide an International Money Order for the sum required. Where an international bank no longer offers this service we suggest either asking a travel agency or bank for the fee as a £10 note or contacting this office to discuss obtaining a telegraphic transfer. If you are sending cash, you must send it via a secure courier and/or insure it against loss. (Unfortunately we are unable to accept international postal orders and credit or debit card payments).

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I live overseas, do you want me to include postage costs in my payment?

No. The fee of £10.00 covers postage and other administrative costs incurred in the processing of your request. Note: We are unable to accept any amount other than £10.00.

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Can I pay by credit card?

Unfortunately we are unable to accept payment by credit, debit or switch cards.

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What if I have more previous address details that there is space on the form?

Please write the addresses on a separate sheet of paper, as directed on the form and enclose them with the rest of your application.

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The police check I am requesting is to form part of an emigration application/for work overseas. Which box should I tick in section 4 (i) to get the correct information?

You need only tick the box against section 4 (i) (a) Prosecution/Convictions History and Cautions. If you are unsure about which box to tick please contact the Data Protection Office for advice. See number at the top of the page.

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Do I need to tick section 4 (ii)?

If you require information for emigration or living/working overseas there is no need to tick this section. If you are unsure about which box to tick please contact the Data Protection Office for advice. See number at the top of the page.

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