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Rights of the data subject

Data protection act 2018 - Nottinghamshire Fire and Rescue Service subject access form

An individual has a right to access their personal information help by a Data Controller under the Data Protection Act 2018. Under this Act individuals have the right to obtain:

  • confirmation that their data is being processed;
  • access to their personal data; and
  • other supplementary information relating to the processing of their data

Complete this form to request information about you that may be held by Nottinghamshire Fire and Rescue Service

Certain employers and organisations such as recruitment agencies may attempt to exploit the subject access process by requiring individuals to use it to obtain a copy of their information as part of scheme, recruitment or continuing employment processes.

This practice is known as enforced subject access as covered by Section 184 of the Data Protection Act 2018. It is a criminal offence for a current or prospective employer or recruitment agency to require an individual to make a subject access request as a condition of employment or for the provision of goods or services.

Subject access form guidance notes

Your Rights under the Data Protection Act 2018

Under the Act, individuals have the right to obtain:

  • confirmation that their data is being processed;
  • access to their personal data; and
  • other supplementary information - relating to the processing of your information/records retention periods and rights to have records amended/deleted

You have the right to be told whether any information is help about you and a right to a copy of that information unless exemptions apply. You will be provided with that information only if you have provided satisfactory proof of your identity. Information may not have to be provided if someone else can be identified or have been provided by another person, you may want to get that person's written agreement to enable the information to be given to you. In addition to their consent, they will also need to provide two proofs of identity.

Nottinghamshire Fire and Rescue Service Rights

Nottinghamshire Fire and Rescue Service may refuse to provide information where disclosure may have a prejudicial effect on the following Policing purposes:

  1. the prevention and detection, or
  2. the apprehension or prosecution of offenders

The Nottinghamshire Fire and Rescue Service has the right to ask that you provide documentation to verify your identity. Consequently, Section 4 asks you to provide evidence of your identity and address by supplying copies of at least two official documents which, between them, provide sufficient information to prove your name, date of birth, current address and signature - further information on this is provided below.

If your request is deemed 'manifestly excessive or unfounded', Nottinghamshire Fire and Rescue Service has the right to:

  • charge a reasonable fee taking into account the administrative costs or providing the information; or
  • refuse to respond

Where a request is refused on the grounds of being manifestly excessive or unfounded you will be advised of this.

How to submit a request

  1. Complete Sections 1, 2, 3, 4 and 5 (if required)
  2. Include proof of identity. To help establish your identity this application must be accompanied by two official documents which between them clearly show:
    • Your name
    • Current postal address
    • Date of birth
    • Signature

    For example: birth certificate, driving license, passport, medical card, benefit(s) book, pension book or bank book.

    If you represent or are nominated by the subject to make the request on their behalf, you will need to supply the above proof of ID for the subject and show the explicit consent of the subject. Please refer to section 2 and 4 of the form. Organisations will in addition need to provide a headed letter stating you act on the individual's behalf and their explicit consent to do so.

  3. Should you have any further enquiries concerning this matter, please write or contact the Corporate Support via e-mail or letter.


    Corporate Support, Nottinghamshire Fire and Rescue Service, Joint Headquarters, Sherwood Lodge, Arnold, Nottinghamshire, NG5 8PP

What happens next

Your application will be processed and a response sent to the address provided on the form. If you require your response sending to a different address please specify this within Section 2 of the application.

if you consent to your response being disclosed to your personal email address, then please provide a valid email address in Section 1 and tick the box in Section 2 to confirm that you are happy to receive a reply by email only. Please note that email is an unsecured method of delivery and Nottinghamshire Fire and Rescue Service cannot be help responsible for the loss or unauthorised access of information if you elect to receive your response by this method.

If email delivery is not required, disclosure will be made by special delivery to the address stated within your request form. A signature will be required form you to accept delivery. If your request does attract any fees we will contact you directly to discuss this prior to any work being undertaken.

You should receive a reply within 1 month from the date the completed application form is received by us. In some circumstances we have the right to extend this period by an additional 2 months if the request is excessive or complex. If your request is subject to a deadline extension we will contact you to advise you of this within 1 month of receipt of your request.

Please be advised that only the first copy of any disclosure is provided free of charge. Requests for any subsequent copies of disclosures will attract a fee.

Please read the guidance notes before completing your application.

Section 1 - About Yourself

Current postal address. This address MUST appear on your identity documents and will be the address to which the response will be sent. (Unless you have completed Section 4)

Contact Details: (Telephone/Mobile/Email, etc) These details may be used to contact you to discuss your request.

Section 2 - Delivery of your disclosure

How would you like your subject access disclosure to be delivered?

Email disclosure will be sent to the email address specified above. Please be aware that whilst the email response will be sent from Nottinghamshire Fire and Rescue Service's secure network, unless you have a secure email address the delivery to your personal inbox is an insecure connection via the public internet. Nottinghamshire Fire and Rescue Service cannot accept responsibility for any loss or inappropriate access to the email response once it has left our secure network. It is also the responsibility of the applicant to ensure that the email address submitted is accurate.

If email delivery is not required, postal disclosure will be made by Special delivery to the address listed as your current address unless otherwise stated below. A signature will be required. 

Alternative postal address: Only complete this box if you do not want the correspondence to be sent to your current address and wish it to be sent to an alternative or third party address.

I hereby consent for the requested information to be sent directly to the nominated person or organisation named below. (Print Name)
Section 3 - Details of your request

To help us find the information that we may hold about you, please complete this section as fully as possible. Please be specific about the information required, for example, details of an incident including date, time, location etc. quote any reference number that you may have or provide as much detail as you can.

Please be advised that requests which ask for 'all information held' will be returned to the applicant for more specific information to be provided.

If your request for information is manifestly unfounded or excessive, we can refute to respond.

Section 4 - Declaration and Signature
Section 5 - Consent (to be completed if the disclosure is to be sent to or discussed with a third party)

Nottinghamshire Fire and Rescue Service will not discuss your request with another party or disclose details without your consent. If for any reason you wish to nominate a representative to discuss this request on your behalf, you must provide their contact details below. Providing contact details for a third party will be considered as consent. If you are a Power of Attorney for the applicant, please enclose a copy of the Power of Attorney documents with this request.

Declaration and signature - The information I have supplied in this request is correct and I am the person to who it relates. By signing this form I accept the terms and conditions of service and I confirm that I wish to be supplied with information help by Nottinghamshire Fire and Rescue Service (To be signed by the subject of whom the information relates)

Section 6 - Files
Please upload all documents relating to your request.