Data subject access request

Your right of access

Using the request form below, you are entitled under data protection legislation to ask any of the following questions of the council:

• Whether any personal data about you is being processed by us;
• If so, a description of the type of personal data we hold on you and our reasons for processing it;
• Whether your personal data is routinely shared with any third parties;
• The period of time for which your personal data will be stored.

You are also entitled to request a copy of the personal information we hold on you, subject to the qualifications listed below in the next section. This right of access is called a subject access request.

The use of this online form to exercise your right of access is not compulsory. However, should you choose to submit your request verbally, or by a standard email (subjectaccessrequest@swansea.gov.uk) or letter (Corporate Complaints, Swansea Council, Civic Centre, Swansea SA1 3SN), a member of council staff will go through the questions on the online form with you to ensure that you have included all the required information in your request. They will also make arrangements for you to verify your identity.

Once we have confirmed your identity, the council is obliged to respond to your request within one calendar month, unless we need to seek an extension of a further one or two months. This would be where you have submitted a complex request which requires extended searching in our records. Whenever we are seeking an extension, or if we are unable to answer your question within a reasonable timeframe, we will contact you before the expiry of the deadline. This will be based on an assessment of the quantity of information you are seeking.

The time period for our responses is calculated as one month from the day after your request is submitted. The response date must be a weekday (for example, a request received on 16 March must be responded to by 17 April, provided it is a weekday otherwise the following weekday).

You have the right of appeal to the Information Commissioner's Office if you are not satisfied with the response we provide. Further information about this right is included in our response to you.

How to make a request

Please use the form below to submit your request, noting that some questions are compulsory.

You must provide adequate evidence of your identity when submitting your request. Using the upload on the online form, you must provide a digital copy of one of the following documents:

• Passport (the page with your photo)
• Driving licence
• Recent utilities or council tax bill.

If you do not possess a scanner, you can upload a digital image taken with a camera, tablet or phone, provided it is clear. Maximum file size for this is 4MB.

You must be specific about the information you are requesting. Requests for information which do not give us clear guidelines for us to carry out a search within the time allowed may be refused.

This form is available in Welsh - click on 'Cymraeg' in the top right corner of your screen.