Data Subject Access Request and your personal data rights
The Rotheras policy concerning data subject access requests (DSAR) is as detailed in this policy document.
This written request can be made to anyone at Rotheras but to avoid any potential delay it should be made to the Data Subject Access Team (DSAT) at 2 Kayes Walk, Stoney Street, The Lace Market, Nottingham, NG1 1PZ, or to the designated email address at email@example.com .
If you want to raise a query in advance of any possible request you can use the following contact details for Mr Charles George at 0115 9106287 or firstname.lastname@example.org, Richard Hammond at 0115 9106267 or email@example.com or Richard Bates at 0115 8525835 or firstname.lastname@example.org.
To ensure the request is effectively and promptly dealt with please state that this is a request to see your personal data.
Before we proceed with your request we will require identification documentation to verify that you are the person making the request. This will be one form of photo ID, such as a current driving licence or passport and a second document verifying your current address, which can be another form of photographic ID with address or a utility bill which is no more than 3 months old.
How we will deal with the request
You have the following additional rights
You have the right to have your personal data rectified if it is inaccurate or incomplete. We will respond within 30 days but this can be extended by 2 months if the request is complex.
You have the right to request deletion or removal of personal data where there is no compelling reason for its continued processing. This may arise in the following circumstances:
We can refuse the right to erasure in the following circumstances:
We are required to pay special attention to existing situations where a child has given consent to processing and then later request erasure of the data (regardless of their age at the time of the request) especially on social networking sites and internet forums. We recognise that a child may not have been fully aware of the risks involved in the processing at the time of the consent.
You may block or supress the processing of personal data. When processing is restricted, we are permitted to store the personal data but not to process it further. We can retain enough information about you to show that the restriction is respected in the future.
More particularly we are required to restrict the processing of personal data in the following circumstances:
You have the right to obtain and reuse your personal data for your own purposes across different services. The right of portability is limited to the following:
The personal data requested will be provided in a structure commonly used and in a machine readable form. This information will be provided free of charge and without delay and in any event within 30 days. We can extend this period by 2 months where the request is complex or we receive a number of requests. You will be informed within the initial one month period and why the extension is necessary.
If you ask for the data to be transmitted directly to another organisation, this will be carried out if it is technically feasible. However, we are not required to adopt or maintain processing systems that are compatible with other organisations.
There are 2 situations where you have the right to object. In both circumstances we must respond to the request within 30 days. We can extend this period for 2 months on grounds of complexity or numerous requests and you will be informed within 30 days of the receipt of the request and an explanation will be given.
(a) Processing data for the performance of a legal task or our firm’s legitimate interests
You can object on grounds relating to your particular situation. We must stop processing your personal data unless we can show compelling legitimate reasons for the processing which overrides your interests, rights and freedoms; or the processing is for the establishment, exercise or defence of legal claims.
We must inform you of your right to object when you first instructed us and in our Privacy Notice. This will be brought expressly to your attention and will be separate from our Terms of Business letter.
(b) Processing personal data for direct marketing purposes
We will stop processing personal data as soon as we receive your objection. There are no exemptions or grounds to refuse. This must be done at any time and free of charge.
You will be informed as to your rights when you first communicate with us and in our Privacy Notice.
(c) Communicating with the information Commissioner’s Office (ICO)
If your DSR or other requests have not been dealt with to your satisfaction you can contact the Information Commissioner’s Office on:
Via email: htpps://ico.org.uk/global/contact-us/email
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.