Making a Subject Access Request (SAR)

Under the Data Protection Act 1998, you have the right to ask for any organisation processing your personal data for a copy of all the information they have about you. This is called a Subject Access Request (SAR).

If you’d like to make a Subject Access Request, we’re more than happy to oblige.

If you’d like to find out more about your rights under data protection laws, please refer to the Data Protection Act 1998. Further information and advice is also available from the data protection regulator – the Information Commissioner’s Office (www.ico.org.uk).

Your rights
Under the Act you have (subject to certain exemptions) the right to be told whether we (the Oddfellows), as a data controller (an organisation that processes personal data), are holding or processing any information about you; and if so, to be provided with a copy of that information. The records covered by the Act include all computer records and limited categories of manual records.

Our rights
Where an exemption is available under the Act, we may not provide you with the information covered by the exemption. The main exemptions that may be applied are where the information held relates to:

  • the carrying out of our regulatory functions
  • the prevention or detection of crime
  • the apprehension or prosecution of offenders, or
  • where disclosure of the information would be likely to prejudice any of these purposes.

We are not required to tell you whether any exemptions have been applied to any information that we may provide, or whether any information has been withheld or the reason for the withholding of any information.

Payment
A fee of £10 is payable for each Subject Access Request that you submit, to help us cover the administration costs. Applications that do not include the correct fee in an acceptable form will not be processed. Similarly, cheque payments that fail to clear will also result in the application not being processed. We will contact you in these situations.

Processing
Applications need to be made in writing. You can download and use our Subject Access Request Application Form by using this link, although you are not under any obligation to use this form. However it is the Society’s view that this is the most effective way of obtaining all the necessary information from you in order to process your application. Once the application is received, along with the £10 fee, the Society will provide you with a response within 40 calendar days.

Your details
The information you provide us in Subject Access Request Application Form will assist us in finding the information you require.

For your protection, any correspondence that we send you (including any information that we send to you in response to your request) will be sent to the home address or email address that you provide us with.

Where you have submitted the request via your legal representatives, you are still required to complete our form in full and provide proof of identity. Our response will be sent to your legal representatives’ registered offices.

Proof of identity
We have a duty to ensure that the information we process is secure, and we will only provide the information relating to you if we are satisfied regarding your identity, ie that you are entitled to the information. We therefore require you to provide us with reasonable proof of your identity.

Examples of the types of identity documents that we will accept are listed below:

  • Two different documents as evidence of your name and current address – you can send certified copies, however, we reserve the right to ask to see original documents. Documents accepted are; Passport, birth certificate, driving licence and utility bill.
  • Copies must be certified – this can be performed by any of the following: an accountant, solicitor, bank clerk, post office official, minister of religion, judge/magistrate, company director or doctor.

Applications that do not include acceptable identification will not be processed, but we will contact you should this be the case.

We do not have to give you any information that might identify any other individual unless that person agrees. If you believe that any information we hold about you may identify another person, you may wish to obtain that person’s written consent (to you being given his/her information). That should be submitted to us with this application, along with their proof of identity (to the same standard as is required for yourself).

Help us to find the information
In order to assist us with our searches, please try to specify the nature of the information that you are seeking and its possible location if known (eg who in our organisation was/might be dealing with the matter).

Declaration
Please note: attempting to obtain personal data to which you are not entitled may be an offence under the Data Protection Act.

Submission
When you have completed the Subject Access Request Application Form, please send it together with your proof of identity and fee to:

Data Protection Officer
The Oddfellows,
Oddfellows House
184-186 Deansgate
Manchester
M3 3WB

Any queries should also be directed to the Data Protection Officer.

Forms that are incomplete may be returned if we require further information to complete your request; forms that are complete but for which suitable identification and/or fee have not been received will be put on hold until you send us the missing items.

Should you have any special requirements please make these known to the Data Protection Officer and where possible the Society will endeavour to take these into account.