Subject Access Requests (SAR)

Under the Data Protection Act 2018 and the UK General Data Protection Regulation (GDPR), you have the right to access a copy of the personal data we hold about you. This is known as a Subject Access Request.

Derby Homes will seek to comply with your request, but there may be  situations where we are unable to do this in full. This could be, for example, where information held was given in confidence, or when providing the information to you could cause serious physical or mental harm to you or someone else. 

How to make a Subject Access Request

We advise you to make your request in writing to the Information Governance Team. 

Send an email to:

[email protected] 

Write to:

Information Governance 
Derby Homes Limited 
839 London Road 
Derby 
DE24 8UZ 

Please include the following in your request:

• your name (including any aliases, if relevant)
• any other information that may help us to identify or distinguish you from other individuals (e.g., customer account number or employee number)
• your up-to-date contact details
• a comprehensive list of what personal data you want to access, based on what you need
• any details, relevant dates, or search criteria that will help the us to identify what you want
• how you would like to receive the information (e.g., by email or printed out)

You will need to provide two valid forms of ID. Ideally we would like one form of identification to be in the form of photographic ID, if you have one. We can give you more examples of the forms of ID we can accept when we receive your request. 

Help with your Subject Access Request

If you need help to apply for a Subject Access Request, you can appoint someone to make the request on your behalf. We will need to be satisfied that you have given consent for any person to make the request on your behalf and may need to contact you to verify your consent, if this is appropriate. 

Timescales

We are obliged to provide you with the information you are entitled to within one month of receiving your request. The time starts on the date of receipt, or upon receipt of:

• Any requested information to clarify the request
• Any information requested to confirm the requester's identity

If you are not happy with how your request has been handled, you can ask for an internal review in the first instance by contacting the Information Governance Team. The initial decision will be independently reviewed. 

Further information is available from the Information Commissioner's Office.