Data Protection - subject access requests

The Data Protection Act 1998 (the DPA) gives you a right to access the information Southampton City Council holds about you. These requests are known as Subject Access Requests or SARs. If you require access to adoption records, this is a separate process. Please view our adoption pages for further information.

To make an SAR you will need to:

1. Put the request in writing.

This can be done by completing our Subject Access Request form and returning it to us using your preferred method of communication:

Email or write to:

Information Lawyer (Data Protection Officer)
Southampton City Council
Corporate Legal Team
Civic Centre
SO14 7LT

2. Provide us with proof of identification.

We have a responsibility to ensure that we keep your information safe. For that reason we ask you to provide us with some proof of identity. Please let us have a copy of your passport, driving licence, or other document showing your name and signature. Please also provide us with a recent bill (eg a utility bill) showing your name and address. This will help us to verify your identity.

3. Pay our fee of £10.00.

Under the Data Protection Act, we are entitled to charge an administration fee of £10.00 for processing your application. Please make cheques payable to Southampton City Council and send to the address provided above.  If wish to pay by cash please contact us on the email or postal address provided above.

Once these steps have been completed, you will get a response within 40 calendar days.

For more information about accessing your own information, please visit the Information Commissioner’s website.