Privacy notice : Subject access requests

Who we are

Information Governance Team
Royal Borough of Windsor and Maidenhead (RBWM Council)
Town Hall

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 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 may request your identity document(s) such as your passport, driving licence, bank statement and utility bill. 
  • 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 process your subject access request.

Who has access to the information about you

RBWM Council employees. 

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
  • Adult services are delivered by our partner organisation, Optalis. Requests for records held by adult welfare services must be made directly to Optalis or by emailing them:

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.