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Barnett Waddingham
0333 11 11 222

Subject Access Request

Accessing your data

The Data Protection Act (DPA) states that organisations which process personal information must be open about how that information is used and must comply with data protection principles.  It also gives you a legal right to request access to any personal information we hold about you.

The eight data protection principles require personal data to be:

  1. processed fairly and lawfully
  2. processed only for specified and lawful purposes
  3. adequate, relevant and not excessive
  4. accurate and, where necessary, kept up-to-date
  5. not kept longer than necessary
  6. processed in accordance with an individual's rights under the Act
  7. kept secure
  8. not transferred to non-European Economic Area (EEA) countries without adequate protection

Subject access requests

The Data Protection Act 1998 provides you (‘the Data Subject’) with the right to receive a copy of the personal data we hold about you.

The below form can be used to make a subject access request and confirm your identity.  It can also be used to confirm the identity and authority of someone making a request on behalf of the Data Subject.

In order for us to process your request, you will need to provide two forms of identification, one each from the following categories:

 

Evidence of name

Evidence of address (dated within last three months)

Current full signed passport  Solicitor letter confirming completion of house purchase or land registration (3) (4)
Resident permit issued to EU nationals by Home Office Electoral roll check (3)
Current UK/EU photo driving licence (1) Most recent mortgage statement
Current Full UK driving licence (old style) (1) Current Local Authority tax bill
Firearms certificate Local Authority rent card or tenancy agreement
State Pension or Benefits Book/notification letter (1) Bank/building society/credit union statement or passbook
Sub-contractors certificate (2) Utility Bill (not mobile phone)
HM Revenue & Customs tax notification   Current UK/EU Photo Driving Licence (1)
Current Full UK Driving Licence (old style) (1)
State Pension or Benefits Book/notification letter (1)

Notes - If original documents are not supplied, copies should be certified by a professional person such as an IFA, an accountant or a solicitor.

(1) These items may be used to evidence address or identity but not both.

(2) For self-employed persons in the construction industry – tax exemption certificate with photograph.

(3) You must submit a certified copy of the search if you are relying on this as evidence.

(4) The previous address should also be verified.

A £10 administration fee is also applicable prior to your request being processed.

What you can expect to receive from us

Your request will be processed within 40 days of receipt by us of such information we may reasonably require to satisfy ourselves as to your identity and to locate the information sought, together with payment of the fee.

In turn we will then provide:

  • a copy of the information in a permanent form
  • an explanation of any technical or complicated terms
  • information we have on where the information came from
  • a description of the information, the purpose for processing it and who we are sharing it with
  • the logic involved in any automated decisions (if this has been specifically requested)

Subject access requests must be made in writing but do not have to follow a set format however, the following request form has been prepared for your convenience and aims to capture all the information we need to process a request:

Subject Access Request Form
92.2 KB | PDF

Please send your completed request form, administration fee, proof of identity and authority to act on behalf of the Data Subject (if applicable) to:

Compliance Department

Barnett Waddingham 

Cheapside House

138 Cheapside

London

EC2V 6BW

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