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
We prefer your request to be in writing, however verbal requests are also valid.
Online form: You can use our online personal information request form to request access to your personal data.
Alternatively you can contact us using the following channels:
Information Governance Team
Great North Road
Telephone: 01636 655216 / 01636 655217
Before we can progress your request we need the following information from you:
- Your full name (and any previous names you have been known by)
- Your date of birth
- Your address (email address and telephone number are also useful)
You may prefer to download and use the following form if contacting us directly subject access request form (PDF File, 662kb) although this is not compulsory.
Proof of Identification
You will be required to provide two forms of identification before we can process your request. These need to be emailed to us at email@example.com or provided in person to our headquarters at Castle House, Great North Road, Newark, Notts NG24 1BY.
Examples of identification you will need to provide us with are: 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.
Requests from Third Party Online Portals
Please note that the Council will not accept subject access requests from third party portals where the Council is unable to view the request without having to take proactive steps. In accordance with the guidance issued by the Information Commissioner if we cannot view a request without having to pay a fee or signing up to a service, we will not have ‘received’ the request and are not obliged to respond.
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 firstname.lastname@example.org 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 email@example.com 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.