Data Protection Registration
Notification under the Data Protection Act 1998 is a statutory requirement and every organisation that processes personal information must notify the Information Commissioner's Office (ICO), unless they are exempt. Failure to notify is a criminal offence.
Notification is the process by which a data controller gives the ICO details about their processing of personal information. The ICO publishes certain details in the register of data controllers, which is available for public inspection. This process is known as Data Protection Registration.
The council's current valid Registration can be viewed below:
Who can request information under the Data Protection Act?
The Data Protection Act 1998 gives you the right to apply for a copy of information about yourself. You may, if you so wish, appoint someone to apply on your behalf eg your parent or a solicitor.
What information can I ask for?
You can ask to see all personal information that we hold about you. When requesting information please make sure that the description of the information you want is sufficiently clear and detailed to help us to find it.
If we cannot find what you have requested based on the details you give us, we may come back to you for clarification.
How do I make a request?
Your request is called a 'Subject Access Request (SAR)' and must be made in writing. Your request must include:
- Your name
- Your address
- A description of the information you want
- Identification to make sure we are providing the right information to the right person.
Alternatively, you can complete an application form:
You can send your request either by post, email or fax to:
Freedom of Information and Data Protection Team
Northamptonshire County Council
Ground Floor, John Dryden House
8-10 The Lakes, Northampton
NN4 7YD
Dataprotection@northamptonshire.gov.uk
Fax: 01604 237004
What happens when I make a request?
Once your request has been received, we will find the information and review it to establish that you are entitled to it.
This is because the law provides a number of exemptions to release. Information that identifies other people will not be released, unless they have given their permission.
How long does it take?
When we receive a request for information with satisfactory documentation and cleared payment, we will process as promptly as possible. The law says that we have to respond within 40 calendar days, although in exceptional circumstances we may ask your permission to extend this period.
How much does it cost?
Northamptonshire County Council charges the standard administration fee of £10. Acceptable forms of payment are: cash, a personal cheque, banker's draft, building society cheque or postal order (made payable to Northamptonshire County Council).
What proof of identification and residence do I need to supply?
Applicants will need to supply at least one form of identification and one form of proof of residence.
- Acceptable proof of personal identification includes: a copy of your driving licence; a copy of your birth certificate or a copy of your passport with the relevant page(s) showing your name, the passport number and photograph.
- Proof of residence includes: a copy of rent card/book; benefit book; Council Tax bill; utility bill/credit or bank statement from within the last 3 months; or letter from a Government Department.
The Council reserves the right to ask for further proof of identification and original documents.
Please note, if you are requesting access to third party information you must provide proof that you are entitled to access this information using one or more of the following:
- Letter of consent from the subject (generally applies to anyone over the age of 12, unless the Council can be satisfied that the subject does not have the understanding to make this decision).
- Proof of parental responsibility or guardianship (generally applies to anyone under the age of 18) eg child's birth certificate or legal document detailing guardianship.
- Evidence of power of attorney or court order.
With regard to proof of father's parental responsibility, if the child is born after 1st December 2003 and the father is named on the birth certificate please provide a copy of the child's birth certificate. For children born prior to 1st December 2003 evidence of parental responsibility can be by way of Marriage Certificate to mother of child, Parental Responsibility Order or Parental Responsibility Agreement.
What happens if some or all of my request is refused?
We are permitted to withhold information if it falls under one of the exemptions in the Act.
How many requests can I make?
There is not a specific limit on the number of requests. However, we are not obliged to respond to vexatious or repeated requests.
What if I think I have not been given all of the information I asked for?
You can complain to us.