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Request your personal information

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From 25 May 2018, there will be some changes to the way in which the Service manages any requests for personal data.

At the moment, personal information is held and used by the Service in accordance with the Data Protection Act but from May 2018, personal information will be managed under the new General Data Protection Regulation.

What you need to do:

  • Make your request in writing or speak to a member of the Performance & Information Department
  • Provide your name and full contact address, either postal or e-mail
  • Include proof of your identity, for example, driving licence, birth certificate or ID card
  • If someone else is acting on your behalf, you must provide written consent that you have given your permission for them to access your data
  • Provide as much detail as you can about the information you want If possible you need to give an indication of where this information may be found / recorded. For example:
    • I would like a copy of my personnel records, which are held by the Human Resources and Development Department.

What the Service needs to do currently under the Data Protection Act:

  • Acknowledge your request
  • Contact you if we need further details
  • Inform you of any charges in connection with your request. Please note that there is a £10.00 administrative fee for all DPA requests – cheques should be made payable to 'Hereford & Worcester Fire and Rescue Authority'
  • Respond to your request within 40 days
  • Confirm or deny that we hold personal information about you and provide an explanation as to why the data is held
  • Tell you who the data was received from and who else it may have been shared with
  • Provide you with a copy of the data (if requested) or arrange for you to visit to view the information unless there is a valid reason not to (Exemption)

What the Service needs to do from May 2018 under the General Data Protection Regulations:

  • Acknowledge your request
  • Contact you if we need further details
  • The £10 administrative fee has been abolished for standard requests. A "reasonable fee" can be charged if you ask us for further copies of the same information
  • Action your request within one calendar month – However this can be extended by a further two months if your request is particularly complex
  • If you want an electronic version of your data, then we must provide it in a commonly used and machine-readable format i.e. CSV spread sheet. Paper based records will be provided as a photocopy.
  • In addition to telling you what data we hold on you and why, where it came from and who we may have shared it with, we will also:
    • tell you if your data is transferred internationally
    • confirm how long we normally keep the data (retention period)
    • let you know how to ask for your data:
      • to be amended
      • to be only used for a specific purpose
      • to object to it being used
      • to have it deleted
    • provide you with details of how to raise a concern with the ICO
  • If your request is clearly unfounded or excessive, especially if it is for repeated information, then we can either charge you a reasonable administrative fee or refuse to provide you with the data. In such cases, we will explain our reasons and give you details of how to complain to the ICO.

Submitting your request:

All requests for personal data or queries regarding an application should be sent to:

Performance & Information Department
Hereford & Worcester Fire and Rescue Service HQ
2 Kings Court
Charles Hastings Way

E-mail: IR@hwfire.org.uk
Telephone number 0345 122 4454 (local rate number) or 01905 368 310.

Making a complaint

If you would like to request a review into the management of your request, please submit your enquiry via the Service's Comments and Complaints process.

Taking it further

If you are not satisfied with the outcome of the internal assessment, you have the right to appeal directly to the Information Commissioner's Office (ICO) for resolution. The ICO is the UK's independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals and may be contacted at the following address:

The Office of the Information Commissioner
Wycliffe House
Water Lane

Tel: 0303 123 1113 (local rate number)
E-mail: casework@ico.gsi.gov.uk
Live Chat: https://ico.org.uk/global/contact-us/live-chat/
Website: www.ico.org.uk