Subject Access Request
Policy
Document Control
Document No. POL-P16
Adoption Date Jun 2018
Last Review Date Apr 2026
Next Review Date Feb 2028
Parish Office
Whittle Hall Community Centre
Lonsdale Close
Great Sankey www.greatsankeypc.org.uk
Warrington enquiries@gs-pc.net
WA5 3UA 01925 712279
GSPC Subject Access Request Policy
Data Protection Subject Access Procedures and Guidance
1. Making a Subject Access Request
1.1 A Subject Access Request (SAR) is a request made by an individual to find out what
personal information is held by the Parish Council.
1.2 Applicants must make their request in writing either manually or electronically to the
Parish Office:
Parish Office
Whittle Hall Community Centre
Lonsdale Close
Great Sankey
Warrington
WA5 3UA
pc@gs-pc.net
1.3 Unless the applicant is clearly known to the Council, the applicant may be asked to
supply proof of identity and confirmation of the applicant’s address.
The following may be accepted as proof of ID:
− Current UK/EEA passport
− UK photocard driving licence
− EEA national identity card
− Birth certificate
The following may be accepted as proof of address:
− Financial statement issued by a bank, building society or credit card company
dated within the last 3 months
− Utility bill dated within the last 3 months
− State Benefits entitlement document dated within the last 12 months
− State Pensions entitlement document dated within the last 12 months
− Most recent mortgage statement
− Most recent council tax bill/demand or statement
− Tenancy agreement
1.4 Requests submitted by a nominated representative (e.g. solicitor) acting on behalf of an
individual should obtain the individual’s consent in writing and include a copy of this with
the request.
2. Fees for Subject Access Requests
2.1 An initial request from an individual will not be subject to a charge, unless the request is
complex, or more than one request is received, in which case an administration fee of
£10 will be charged.
2.2 Requests for additional copies of information will incur an administration fee of £10.
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GSPC Subject Access Request Policy
3. Procedure for Processing Subject Access Requests
3.1 Once the identity of the applicant has been confirmed, the Parish Council will
acknowledge receipt and confirm the timeframe for a response.
3.2 A response to the Subject Access Request will be given within one calendar month,
unless the request is complex, or more than one request has been received. In this
instance, an extension of a further two months may be required. The applicant will be
notified of such extension and may be charged a fee for the request (see 2.1).
3.3 All personal data that has been requested will be provided to the applicant by their
preferred method, via mail or collection.
3.4 If the information is to be sent via mail, it should be sent by Special Delivery marked
‘Private and Confidential’, Addressee only’.
3.5 If the information is to be collected, a receipt for the information will be required and if
the applicant is not known, photographic ID, such as a passport or driving licence, must
be shown to confirm identity.
3.6 If the applicant is not satisfied with the Council’s response it will be managed as a
complaint, the complainant notified and directed to the Information Commissioner’s
Office.
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