Request for local information FAQ's

When requesting information only from Devon & Cornwall Constabulary local systems please complete both the ‘Request for Information from Police National Computer’, SA1 (green), form (tick section 4(ii) ONLY). AND The ‘Request for information held on Devon & Cornwall Constabulary system’ form known as SA1 (blue).

If you have any further questions, which have not been answered below please contact 01392 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, Monday to Friday.

Please choose the type of information you require on the front of form SA1 (blue).  On the reverse of the form please provide enough information to enable the Data Protection Office to search the systems effectively.

Please do not put ‘everything you hold on me’ if you are unsure of what you require.  You must give some indication of the type of information you require in order that we can direct our search to the correct system.

The Data Protection Office can only respond direct to the applicant.  However if you as the applicant have a solicitor and wish the information go direct to the solicitors practice you MUST sign an explicit form of authority (consent wording) which directs Devon & Cornwall Constabulary to release the information to your solicitor, by name, and their practice name and address.  Most solicitors already provide these forms of authority but they have to be specific in order for the Data Protection Office to act upon them. 

Acceptable consent wording for third party data

Below is an explicit form of consent that would be accepted with a subject access application where the consent of another person is also required.

‘I [name1] give my consent to disclose information held by the Devon and Cornwall Constabulary to [name2] in support of [purpose for which the information is being requested].

The information to be disclosed by the Devon and Cornwall Constabulary should relate to any reported incidents [nature of the incident].

I understand that this information will be used by [name2] only for the [purpose for which the information is being requested] and not for any further purpose.’

Please copy out this consent replacing the initialised sections with names and purpose of the application.

[name1] = Person not completing the form
[name2] = Person completing the form

Please sign and date the copied consent before enclosing it with the form.

The person giving consent must be fully aware of what they are consenting to and they have the right to withhold their consent under the terms of the Data Protection Act 1998.

If you are in any doubt whatsoever when completing the form or consent please contact this office before returning the form.  If there is any question as to what is required we may have to return the form to you for clarification and this will have an effect on the time we have to complete the response.

Questions

1. Question 1: Date(s) and time(s) of incidents(s):
2. Question 2: Place incidents(s) happened:
3. Question 3: Who reported the incidents(s)?
4. Question 4: How were the incident(s) reported?
5. Question 5: What town, city or address (if known) were the incident(s) reported?
6. Question 6: Brief details of incident(s):
7. Question 7: Log numbers(s) or crime reference number(s):
8. Question 8: Details of police officers involved:
9. Question 9: If you have a Court hearing please give the date:

Answers

Question 1: Date(s) and time(s) of incidents(s):

This can be a start date and a finish date e.g. April 2003 to present or a specific date e.g. 23 April 2003.

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Question 2: Place incidents(s) happened:

If the incident happened at addresses not already provided on the main form please add them here, use additional sheets of paper if there are a number of addresses.

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Question 3: Who reported the incidents(s)?

Details of who made contact with the Police.  NOTE: The Subject Access Provisions allows you to access your own personal data but if the data belongs to another person you will need their explicit consent in order to have copies of information they have provided.  This will be the case if another person contacted the Police.  A copy of acceptable consent wording is attached below

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Question 4: How were the incident(s) reported?

The form is fully explanatory on this point

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Question 5: What town, city or address (if known) were the incident(s) reported?

This can be useful if other details of the incidents have been forgotten or the place of incident(s) details is unknown.

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Question 6: Brief details of incident(s):

For example lost purse, stolen mobile, assault.

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Question 7: Log numbers(s) or crime reference number(s):

If the police provided log numbers(s) or crime reference number(s) to you please list them here.  If you do not have all the numbers or you think there are more numbers but they are unknown please indicate this as well.

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Question 8: Details of police officers involved:

If you are aware of any officer who dealt with you please put their details in this box.

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Question 9: If you have a Court hearing please give the date:

This is necessary only for dates in the future and any date which is less than 40 days from the date of the request.  The Data Protection Act provides for a 40-day response however if you have an earlier date, and you advise us, the Data Protection office will always endeavour to meet that date

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