Once we receive your request, we will consider if we need more information from you. Common reasons for this include:
- we have a lot of information and want to narrow down the search – you do not have to do this, but if you choose not to your request may be refused, you may be charged a fee, or we may extend the timescale to respond if reasonable to do so
- we will struggle to respond to the SAR without it, for example we do not understand what you are asking for
- you have made a similar SAR in the past and we want to know if you want the same information or new information
Once we can proceed, we will identify which service areas are likely to hold the requested information and ask them to make reasonable efforts to find and retrieve the information. For more information go to our SAR policy and procedure.
When you will receive a response
We aim to respond within one month of receiving:
- your subject access request (SAR)
- your ID (if requested)
- your response to our request for clarification (if requested)
- any required fee (if requested)
We will not proceed with your request until we have everything we need from you.
We may extend the response time by up to two further months if the request is complex or numerous. If this applies, we will tell you within the first month.
How you will receive your information
You can tell us how you want us to provide information. If reasonable, we will send you the information that way.
We normally send personal data by:
- a secure email system called 'Egress' – this is the most commonly used method
- handing it over in-person (with ID check)
- post (special delivery)
- on an encrypted device (in exceptional circumstances)
Your legal right is to access your personal data, not necessarily to full copies of documents. We may provide:
- a full document, if appropriate
- only the parts that contain your personal data
- a summary or extracted information, with an explanation if needed
- a redacted document
Our SAR policy and procedure includes more detail on information being exempt from disclosure and use of redactions.