You have the right to ask Tyne and Wear Fire and Rescue Service (TWFRS) if we are using or storing your personal information. You can also ask us for copies of this information we hold on you.
This is called the right of access and is also known as making a Subject Access Request, a SAR or a DSAR.
Anyone can make a SAR. You don’t need a solicitor or a lawyer to do this for you.
Organisations usually have 30 days to respond to a SAR once it has been submitted.
What should I include in a Subject Access Request?
We suggest you include the following information in a SAR:
- A subject line or header that says “subject access request”
- The date you’re making the request
- Your name (and any other names where relevant, eg your name before you were married)
- your email address, home address and phone number. Previous addresses we may hold of yours
- what personal information you want (be specific about the information you’re asking for, and where relevant say what information, you don’t need)
- details or dates that will help the organisation find the information you want
- the reason you want the information (you don’t have to include this but it will help the organisation find what you need)
- how you would like to receive the information (eg electronically or printed and sent by post) and if you have any accessibility requirements (eg large fonts).
Can I ask for all the information the organisation holds about me?
Yes. You can ask for all the information TWFRS holds about you.
However, this doesn’t mean you will get all the information they have about you. TWFRS can sometimes refuse to provide you with all or some of the information.
You can’t ask for personal data which does not belong to you and so sometimes there will be redactions in what you receive due to this.
By not being specific enough it will mean you get a lot of information back that you may not need.
Sometimes, TWFRS may take longer to send the information to you. This could be due to the amount of data to gather for your request or circumstances which cause a delay. Whatever the reason TWRFS will keep you informed of the progress of your request and will always endeavour to get the data released within the 30 days.
How do I send my Subject Access Request?
The easiest ways to make a SAR include:
- Filling in our Subject Access Request Form
- You can also make requests by email: Information.Officer@twfire.gov.uk
- Or by post:
Information Governance
Tyne and Wear Fire and Rescue Service headquarters
Nissan Way
Washington
Sunderland
Tyne and Wear
SR5 3QY
If you do this, make sure to keep records of when you made your request and who you spoke to, where relevant.
Can I make a SAR for someone else?
Yes. You can make a SAR for someone else if you can prove you have the person’s permission to get the information for them.
When you submit a request for someone else, the organisation will ask for proof such as:
- written permission from the person; or
- a power of attorney document.
We don’t have to give you the information you ask for if we are not happy you have permission to receive it. We will ask to see if you have any other documentation backing your right to ask for a SAR
Provide proof identification (if asked)…
ID checks are sometimes needed to check you are the person asking for the information and to protect your personal information. When asked for ID, you should provide it. These can be a driving licence/passport, copies of utility bills.