Privacy notice : Subject access requests

Who we are

Information Governance Department
Royal Borough of Windsor and Maidenhead
Town Hall
Maidenhead SL6 1RF


Lawful basis for processing the information

The lawful basis for processing is Article 6 GDPR:

e) Our legal bases for using your personal information are to exercise our tasks in the public interest.

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

How we collect information

We will use the information to administer your subject access request. 

Information we collect

We will collect the information via email to confirm your identity which can include a copy of your passport or driving license. We also collect information to help us identify which records the council holds about you. This includes your name, address, if and when you lived in the borough and your contact details. 

How we use the information provided

We will use the information you have provided to administer your subject access request 

Who has access to the information about you

The Data Protection Officer and information governance team.

Who we may share your information with

We will ask council departments specified in your email to send us records which they hold about the data subject who has requested the information. If you specifically request it, we will also ask elected Councillors to provide this information. 

Please note that records relating to Children's Services is administered by Achieving for Children and they will respond directly to requests for information. Their email address:

Adults services are administered by Optalis who will also respond directly to requests for information. Their email address is:

How long we store your information

We keep a record of subject access requests for five years. The records held by other departments will be kept in line with their individual retention periods. 

Does your service utilise automated decision making? – No.