Subject Access guidance notes

The Alliance Data Protection Office currently has a backlog of over 300 requests, and we are at present working on requests received 8 months ago.

Whilst this office is making all efforts to reduce this backlog there could be a significant delay in processing any new applications.  The Information Commissioners Office is aware of this issue. This website entry is reviewed on a fortnightly basis to ensure the current position with the backlog is given.


How to access your personal data held on the Police National Computer for details of prosecution/conviction and caution history

You must apply via ACRO using the SAR1 form via their website

How to access your personal data held by Devon and Cornwall Police

Use the Devon and Cornwall Police SA1 form to request a copy of your own personal data which may be held by Devon and Cornwall Police, for example incident logs, custody records, crime reports. Whilst the form is not required it will assist the Alliance Data Protection Team in providing the personal data that you are entitled to.

Requests can be made verbally (by phone or in person to a police station) but proof of identification is still required. This may involve the Alliance Data Protection Team contacting you to request copies of identification documents. Applications do not begin until we are satisfied as to the applicant’s identity.

How to apply for both

You should complete both an ACRO SAR1 and the Devon and Cornwall Police SA1 form.

You are asked to send an identification document to both ACRO and Devon and Cornwall Police with your applications. Suitable ID documents to provide are explained on the ACRO website and on the SA1 form for Devon and Cornwall Police.

Your Rights

Subject to certain exemptions, you have a right to be told whether any information is held about you and a right to a copy of that information. This is known as a Subject Access Request. The Chief Officer of Police will only give that information if he is satisfied of your identity. He does not have to give you any information identifying someone else, unless that person agrees. If you think that information might be held about you which may identify another person, you may want to get that person's agreement to you being given such information and send it with your application. Information which relates to ongoing criminal proceedings will not be disclosed.

Chief Officer's Rights

The Chief Officer of Police may deny access to information where the Act allows, but the main exemptions in relation to information held on Police systems are where the information is held for the prevention or detection of crime and/or the apprehension or prosecution of offenders and giving you the information would be likely to prejudice any of those purposes. For more details please see: Subject Access Exemptions

Completed forms

Completed SAR1 forms should be submitted direct to ACRO.

Completed SA1 forms should be sent to Devon and Cornwall Police, Data Protection Office, Force Headquarters, Middlemoor, EXETER, Devon, EX2 7HQ

If you have any queries regarding this form or your application, you can

The Data Protection Office will acknowledge receipt of your form and return your identification documents. Please note that the applicable time period for processing applications is one calendar month. If this length of time causes concern, please indicate this with your application. We endeavour to process applications as soon as possible.

Please be advised that Devon and Cornwall Police will not be held responsible for any identity documents lost in the post.

More Information

These notes are only a guide. The law is set out in the Data Protection Act obtainable from www.legislation.gov.uk

Further information may also be obtained from the Office of the Information Commissioner.

This form is available in alternative formats, please contact 01392 226622 for more details.

Contact

Data Protection Officer
Alliance Data Protection Office, Devon and Cornwall Police
Police Headquarters
Middlemoor, Exeter
Devon
EX2 7HQ

Tel: 01392 226622

Non Emergency Directory (NED)

Current location: Change

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