Privacy notices: Law, Governance and insurance

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Subject access requests: Privacy notice

Who we are

Information Governance Team
Royal Borough of Windsor and Maidenhead (RBWM Council)
Town Hall
Maidenhead 
SL6 1RF
Email:  DPO@rbwm.gov.uk

Lawful basis for processing the information

General Data Protection Regulation Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

The legislation governing access to your personal information is the Data Protection Act (2018) and General Data Protection Regulation (Article 13).

How we collect your personal information

When you make a subject access request to the Council by phone, email, in writing or face-to-face. 

What personal information do we collect

  • In order to identify you and ensure we disclose personal information safely, we will request your identity document(s) such as your passport, driving licence, bank statement and utility bill if it is not included in your request to us.
  • We also collect information to help us identify which records the council holds about you, such as your name, address and contact details. 

How we use the information provided

We may process your personal information to allow us to effectively collect the information you have requested from the Council in your subject access request.

Who has access to the information about you

RBWM Information Governance Team will share your information with any department that holds the information you are requesting. 

Who we may share your information with

If you specifically request information held with other data controllers (such as Councillors), we may share your personal information to carry out your request.  

Please note:

  • Childrens services are delivered by our partner organisation, Achieving for Children (AfC). Requests for children's records must be made directly to AfC. You will find more information on how to submit a request on the  AfC website. 

How long we store your information

We keep a record of subject access requests for three years. The records held by other departments will be kept in line with their individual retention periods in accordance with the Council's data retention schedule. 

Does your service utilise automated decision making? – No.