Making a request for information
You’re entitled to request information the Council keeps, under the:
- Freedom of Information Act
- Data Protection Act 2018
- UK General Data Protection Regulations (UK GDPR)
- Environmental Information Regulations
Making a request for information from the Council is simple.
How to access your own personal information
If you want information that the Council holds about you, your request will be handled under the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).
These requests are known as subject access requests or personal information requests.
We prefer your request to be in writing. You can use our online personal information request form, or you can download and complete the subject access request form (PDF File, 662kb) and return it to us via post to Information Governance, Castle House, Great North Road, Newark, Notts NG24 1BY or via email to firstname.lastname@example.org.
This will provide you and us with a record of exactly what information you have requested. You can request information verbally if you prefer, but we suggest following this up with written confirmation.
You should include as much detail about the information you want as possible, such as what the information is about, which department you think might have the information and the dates you want the information for.
You’ll be required to provide two forms of identification such as your birth certificate, driving licence, passport or an official letter with your address on. Between them they should clearly show your name and current address (one showing date of birth if possible). Please also include any documentation that proves any change of name, such as a copy of a marriage certificate. These need to be emailed or sent to us in the post or brought to us at Castle House.
How to access information about the Council
If you want information other than your own personal information, for example information about the Council, this will be handled under the Freedom of Information Act 2000 or the Environmental Information Regulations (EIR) 2004, please check that it is not already available through our publication scheme. If the information is not available we’ll need:
- the request to be in writing - you can use our online non-personal information request form or download the access to information request form (PDF File, 207kb) and return it to us via post to Information Governance, or via email to email@example.com with a name and address for us to send the response
- a description of the information you want
EIR requests can also be made verbally. We’re happy to provide help and advice to enable you to make a request - please contact us by emailing firstname.lastname@example.org or calling 01636 650 000.
When we receive your request we’ll:
- acknowledge receipt of your request within three working days of receiving it
- give you a date by which you will receive a full response to your request
- inform you as soon as possible if there is a fee for providing the information and give a full explanation of how the fee has been calculated in accordance with our charging policy
- inform you as soon as possible if we’re unable to provide a full response to your request by the date given in the acknowledgement, we will also provide a date by which you will get a full response
On rare occasions some or all the information you have asked for may be covered by the exemptions in the legislation. In these cases we’ll explain the exemption, give the reason why we think the exemption applies and, in the case of a qualified exemption, the factors considered for the public interest test.
We’ll also explain how you can appeal against the decision to the council using our complaints procedure and your rights to take the matter to the Information Commissioner should you be dissatisfied with the outcome of your appeal.