Form 2902B: Application for access to your personal data held by Kent Police Section 7(1)(a) & 7(1)(b)(i) & 7(1)(c)(i) of the Data Protection Act 1998 (Subject Access) Your Subject Access Rights Subject to certain exemptions, you have a right to be told whether Kent Police holds any information about you (your personal data ) and a right to be provided with a copy of that personal data in a permanent and intelligible form within a 40 calendar day period, plus a reasonable time for postage. Subject Access provides you with a right of access to your own personal data, rather than a right to be provided with copies of specific documents that contain your personal data, as reiterated on page seven (7) of the Information Commissioner s Office (ICO) Subject Access Code of Practice. If you wish to exercise your Subject Access rights please complete this form carefully and follow the instructions regarding the fee, proof of identity, and ways to return your application to Kent Police. The Chief Constable s Rights Under the provisions of the Data Protection Act 1998 (the Act) Kent Police may, in certain circumstances, decide not to provide you with some personal data. For example, you will not be provided with personal data if Kent Police consider that releasing it to you would be likely to prejudice policing purposes (such as personal data relating to an active criminal investigation or prosecution case), and we may not provide you with information that identifies other individuals. The information you provide to Kent Police on this form and in connection with your application will be used for processing and administering your request and for the purposes we are registered with the Information Commissioner s Office (ICO) under reference Z4886266. Proof of Identity Kent Police needs to be satisfied that you are who you say you are. To help establish your identity your application must be accompanied by copies of at least two (2) different official documents, which between them provide sufficient information to prove your NAME, DATE OF BIRTH, CURRENT ADDRESS AND SIGNATURE. Examples of accepted forms of identity are driving licence, birth/adoption certificate, passport, medical card or utility bill. Please send copies and not originals. Returning this form The completed form, with appropriate fee, proof of identity, date of birth and address documents should be returned to the Subject Access Clerks at the following address: Subject Access Clerks Kent Police Force Headquarters, Sutton Road, Maidstone, Kent, ME15 9BZ Should you require any advice or guidance to help you to complete this application please contact the Subject Access Clerks between 09:00 and 17:00 hours (Monday to Friday) on 01622 652617 or by email data.subject.access@kent.pnn.police.uk
Fee General Your Subject Access application will cost 10 (GBP). Payment can be made using a major credit/debit card, cheque or postal order made payable to KENT POLICE or by cash. Although cash is accepted it is not advisable to send it through the post. If you are also requesting access to information held about you on the Police National Computer (PNC) through ACRO Criminal Records Office (see Access to information held on the Police National Computer (PNC) section below) at the same time as completing this application only one (1) 10 fee is required for both applications to be processed and administered. Fee - Access to Health Records If you are a current or former member of Kent Police staff and your request relates to your occupational health records then these will be requested from the Force Occupational Health Department and sent to the Force Subject Access Clerks who will review the health records for the purpose of processing and administering your request and to ensure that no information relating to another individual (third party information) is released. Third Party Applications We can only supply a copy of your own personal data to you. Should you wish to make an application on behalf of another person (a third party), please ensure that you enclose an original signed form of authority from that individual (the person to whom the information relates) and ensure that the individual has understood and personally signed the declaration under section six (6) of this form, together with providing copies of their official identification documents. Access to information held on the Police National Computer (PNC) If you require access to information held about you on the Police National Computer (PNC) concerning any arrest, criminal conviction, caution, juvenile reprimand, final warning, nonconviction and no further action (NFA) history you will need to complete a separate application form, which can be found on the ACRO Criminal Records Office website www.acro.police.uk or by contacting ACRO on 02380 479 920 (within the UK) or +44 2380 479 920 (outside of the UK) (Monday to Friday 08:30 to 23:00) or by email to customer.services@acro.pnn.police.uk If your occupational health records are held wholly in electronic form your Subject Access application will cost 10 (GBP). If your occupational health records are held either wholly or partly in non-electronic form (as manual records) your Subject Access application will cost 50 (GBP). Please refer to Fee General section above for method of payment details.
SECTION 1. ABOUT YOURSELF (Please use Block Capitals) Title (Mr, Mrs, Miss, Ms, Dr, Rev)... First/Fore Name(s)... Surname/Family Name... Maiden/Former Name(s)... Gender (Male/Female)...Height...Date of Birth... Place of Birth (Town and County/Country)... Current Address (include Postcode)... Your current address must match the... address on your identification documents. This is... the address to which all replies will be...... sent, unless you specify otherwise....... Daytime Telephone Number(s)* Home...Mobile/Work... E-Mail Address(es)(Home/Work)*... Alternative Delivery Address (if applicable) Only complete this if you require Kent Police to send our reply to an address which is different to your current address given above. You will need to provide evidence of your connection with this address...... Previous Address(es) If you have lived at the above address for less than ten (10) years, please give your previous address(es) for that period. Continue on a separate sheet if necessary. *Not mandatory, but these details will assist us if we need to get in contact with you to discuss your application
SECTION 2. Personal Data Sought To allow us to search for, locate and retrieve the personal data that you are specifically seeking access to please supply additional information in the boxes below and continue on a separate sheet if necessary. Please complete all questions as fully as you can. Please confirm under what circumstances you have had contact with Kent Police were you: A Victim/Informant/Complainant/Witness A person stopped and searched/arrested/charged with an offence/convicted/alleged to have committed an offence. A former or current member of Kent Police staff Other (please explain). Please specify exactly what personal data you are seeking access to (for example personal data contained within a Crime or Incident Report/Witness Statement/Record of Interview): What circumstances caused you to have contact with Kent Police?: When and where did this happen and how was it reported to Kent Police? (please supply approximate dates if you cannot be certain):
Please provide relevant reference number(s) (for example crime/case reference, CAD/incident report number, custody reference numbers): If you have previously made a Subject Access Request (SAR) to Kent Police, please provide the previous reference number(s): SECTION 3. Proof of Identity Documents To establish your identity your application must be accompanied by copies of at least two (2) different official documents which between them provide sufficient information to prove your name, date of birth, current address and signature (please refer to Proof of Identity section on page One (1) of this form). Please note that a failure to provide your proof of identity documents will result in your application being invalid and returned to you. SECTION 4: Payment Details Have you also completed a Subject Access Request (SAR) for information held about you on the Police National Computer (PNC) through ACRO Criminal Records Office (within the last six (6) weeks)? YES - You do not need to complete your payment details again and the necessary checks will be made with ACRO Criminal Records Office. NO - Please complete your payment details. Please note that it is important that you advise Kent Police if you have applied to ACRO Criminal Records Office for access to information held about you on the Police National Computer (PNC) at the same time as completing this application as you should only be charged one (1) fee for both applications to be processed and administered.
Please charge my Credit/Debit Card with the sum of (please refer to the Fee Section on page one (1) of this form). Visa MasterCard Maestro/Switch Visa Electron Card Number Start Date / 3 digit security number (Last group of numbers at the top of the signature strip) Expiry Date / Issue Number (Switch only) Card Holders Name (please print)... Signed... Payment can also be made using a postal order or cheque, made payable to KENT POLICE or by cash, although it is not advisable to send cash through the post. SECTION 5: Enforced Subject Access You do not have to answer this question, but if you do it will not affect your application. Have you been asked by someone to apply for information about any cautions or convictions under Subject Access and provide them with the response for the purposes of: Your current job, or A job you have been offered, or To enter a contract for goods, facilities or services? YES/NO (please circle) If yes, then whoever has asked you may be committing an offence under Section 56 of the Data Protection Act 1998. You have not committed any offence in submitting this application. You are not obliged to do so, but we would appreciate it if you would provide details below of whoever has asked you to apply through Subject Access and under what circumstances. We may pass these details to the Office of the Information Commissioner who may investigate further with a view to prosecuting whoever has asked you.
SECTION 6: Declaration I have read and understood the guidance notes. The information, which I have supplied in this application, is correct, and I am the person to whom it relates. I have enclosed an original signed letter of authority or Power of Attorney (if applicable). I have enclosed an original signed letter of authority if you require Kent Police to speak to another person on your behalf. I confirm that I understand that where my application includes a request for health records held by the Force Occupational Health Department, they will provide my health records to the Force Subject Access Clerks who will carry out any necessary redactions to remove references to third parties and I consent to this. Signature...Date...... WARNING: A person who impersonates another or attempts to impersonate another may be guilty of an offence. Your signature must match the one provided with your submitted identification documents. Applications will be rejected where signatures do not match. SECTION 7: To be completed by the Subject Access Clerk receiving the application For Kent Police Use Only Application form checked and legible Identity documents checked and verified Relevant fee paid Completed by: Signature:... Print Name: Date:...
IMPORTANT NOTICE FOR PEOPLE WHEN APPLYING FOR PERSONAL INFORMATION UNDER THE DATA PROTECTION ACT 1998 The Data Protection Act provides a right in law for individuals to be advised whether, and what, information an organisation is processing about them. In replying to applicants Kent Police pay due regard to the exemptions from this general right of access and may decline to provide such information where one or more of the following circumstances apply. The release of the information could lead to the identification of another individual to whom Kent Police have a duty of confidence. Explanatory note: this will often be where the recorded information involves more than one individual, e.g. a crime report identifies both a victim and suspect/offender. The offender will not normally be given personal details of victims and vice versa. Information being processed for the prevention or detection of crime or the apprehension or prosecution of offenders Explanatory note: We will not release intelligence about an individual under these provisions if doing so could have an adverse effect on our statutory duties. Paper/manual records being processed, these could include investigation files Explanatory note: Whilst the searching of electronic records can normally be completed using automatic search tools, searching for hand written records cannot and Kent Police will often need to be advised where such information is held before they can accept such a request. It should also be noted that release of personal information under this legislation is limited to information relating to the applicant. It does not give a person access to information relating to other individuals. Any disclosable documents containing information that does not relate to the applicant will be redacted. Information released under this legislation allows individuals to satisfy themselves that where information is being processed about them, that it is accurate, it is not excessive and it is not being kept longer than necessary. It is therefore unlikely that this method will be an appropriate way to obtain information about others, nor is it likely to be suitable for individuals considering, or taking, legal action against an individual or organisation. In such circumstances the normal legal channels of discovery are generally more appropriate. Police forces in the United Kingdom DO NOT issue documents described as certificates of good conduct or Police clearance certificates. Nor do they provide other evidence of good character. It should therefore be noted that the exercise of your rights under the Subject Access prov ision of the Data Protection Act 1998, will NOT provide you with a certificate of this nature. WHEN REQUESTING INFORMATION IT WILL ASSIST US TO ASSIST YOU IF YOU CAN TELL US WHAT THE INFORMATION YOU ARE SEEKING RELATES TO.