Data Protection Act

Introduction

This factsheet tells you how we use the information we collect about you. It explains the procedures we follow, your rights, and how you can access the information.

Information we collect

We collect information about you to help us to

  • collect tax, National Insurance contributions and Value Added Tax (VAT)
  • pay Tax Credits and Child Benefit
  • administer the National Minimum Wage
  • enforce import and export legislation.

How we use information we hold

We may use information about you that we collect for one purpose, for any other legal activity we carry out.

We may use the information about you to check that your existing information is accurate.

We may also compare it against other information, known as ‘data matching’ to help combat fraud and crime.

Information we may give to others

If the law allows we may give information about you to

  • other government departments
  • the police and law enforcement agencies
  • the courts, on production of a valid court order
  • foreign tax and customs authorities.

Requesting information we hold about you

If you would like to submit a request for information under the terms of the Data Protection Act please use the link below. This will take you to a form which you can complete and submit on-line. In order for us to search for and retrieve the information that you would like access to, please assist us by providing us with as much information as possible.

Please visit our National Insurance records page to submit a request for National Insurance records only or to be given details about pay and/or employment history.

For all other requests eg for information about your Self Assessment tax affairs, tax credit claims, VAT returns etc. please use this form. Depending on the nature of your request you may be required to submit your National Insurance number, Tax reference number, Child Benefit reference number or your VAT number, therefore it may be useful to have this information to hand before you begin. You should be aware that you have a maximum of 15 minutes to complete this form before your session will be terminated.

Please note that you can only use these online forms to submit a request for your own information. If you are acting on behalf of another individual, please submit you request in writing by post or fax accompanied by a mandate, signed by your client within six months of the submission date of your request. The mandate should indicate the nature of the information which can be disclosed to you eg tax, national insurance etc.

What we need from you

To help us provide a quicker service, please include, wherever possible, the following information with your request

  • your date of birth
  • previous or other name(s) you have used
  • your previous addresses in the past 5 years
  • personal reference number(s) that we may have given you, for example your National Insurance number, your tax reference number or your VAT registration number.
  • tell us
    • what type of information you want to know
    • which part of HM Revenue & Customs holds the information.

You will not be charged for this service.

To make sure we are providing information to the right person, we will check the details that you provide to us against your National Insurance number.

If you do not have a National Insurance number, you must send a copy of the back page of your passport or a copy of your driving license together with a copy of a recent utility bill.

We will respond within 40 days of receiving the request together with enough details to allow us to locate the information and satisfy ourselves about the identity of the person making the request.

Is all information always released?

The law allows us to refuse your request for information. For example, if you have previously made a similar request and there has been little or no change to the data since we complied with the original request.

The law also allows us to withhold information, for example, where release would be likely to prejudice

  • the prevention or detection of crime
  • the apprehension (arrest) or prosecution of offenders
  • the assessment or collection of any tax or duty
  • information that may reveal the identity of another person, or information about them.

We will do our best to apply these conditions very carefully, without damaging the effectiveness of our work, so that we can meet your requests as often as possible.

Contacting us

If you want more information on policy and how we comply with the 8 principles of the Data Protection Act

  • telephone us 0191 225 7575
  • fax 0191 225 3098
  • write to
    HM Revenue & Customs
    Data Protection Subject Access Unit
    Room BP5001
    Benton Park View
    Longbenton
    Newcastle upon Tyne
    NE98 1ZZ.

The Information Commissioner

Full details about the information we hold and the purposes for which it is held are shown on our ‘notification’ held by the Information Commissioner

Putting things right

If you have requested details of the information we hold about you and you are not happy with our response, or you think we have not complied with the principles in some other way, you can complain to us.

You should write to us at our address (see Contacting us), explaining why you are not satisfied. We will look into your complaint and will reply to you within 10 working days.

If you are still not happy with our response, then you can ask the Information Commissioner to assess whether we have contravened the Data Protection Act 1998.

Asking someone else to make a request on your behalf

You can ask someone else to request information on your behalf, for example a friend, relative or solicitor, you must send us your authority. This is usually a letter signed by you stating that you authorise the person concerned to write to us for information about you, and/or receive our reply.

HM Revenue & Customs commitment

We aim to provide a high quality service with guidance that is simple, clear and accurate.
We will

  • be professional and helpful
  • act with integrity and fairness, and
  • treat your affairs in strict confidence within the law.

We aim to handle your affairs promptly and accurately so that you receive or pay only the right amount due.

Customers with particular needs

We offer a range of facilities for customers with particular needs, including

  • wheelchair access to nearly all HMRC Enquiry Centres
  • help with filling in forms
  • for people with hearing difficulties
    • BT Typetalk
    • Induction loops.

We can also arrange additional support, such as

  • home visits, if you have limited mobility or caring responsibilities and cannot get to one of our Enquiry Centres
  • services of an interpreter
  • sign language interpretation
  • leaflets in large print, Braille and audio.

For complete details please

  • visit the HMRC Enquiry Centres page
  • contact us. You will find us in The Phone Book under Inland Revenue.

These notes describe in general terms what is likely to happen. If you would like more details, please contact HM Revenue & Customs, Data Protection Subject Access Unit, Room BP5001, Benton Park View, Longbenton, Newcastle upon Tyne, NE98 1ZZ.