PAYE2010 - background: data protection act: applications by members of the public
The Data Protection Act (DPA) does not require an official
form to be used for a formal application for subject access
requests. It is unlikely that a letter will give sufficient
information to be accepted as a formal application.
If you are asked for an official form, pass the name and
address of the applicant to the Data Protection (SAR) Unit (DPU)
for a form to be issued.
There is no charge for applications under the DPA within HMRC
unless the request is for a CCTV Image (which would be £10).
On receipt of an application, either on a form or in a
letter, always
- Acknowledge receipt of the documents (even though your office may not be responsible for supplying the requested information)
- Fax the application to the DPU immediately. The fax number is 0191 2253098
The Department has to respond to each application within 40 days
of its receipt. Immediate attention must be given to applications
and enquiries at all stages.
All matters concerning detailed enquiries about the Act or
any disputes about information supplied following an application
should be referred to the Customer Services Manager, who will
decide what action should be taken.
The DPU examine all applications to confirm that sufficient
information has been provided by the applicants. They are then sent
to the appropriate Subject Access Officer (SAO) for the searches to
be made and for the relevant information to be retrieved and
forwarded to the Data Protection Unit.
The SAO will ask the office dealing with the computer systems
on which data is held relating to the applicant to obtain screen
prints where relevant.
On receipt of the note from the SAO
- Obtain the screen prints
- Send the screen prints to the SAO immediately
- Include an explanation of any items which may not be self explanatory, for the benefit of the applicant
The SAO will then collate the data for all computer systems within their business unit covered by the application and send it to the DPU for the official reply to be sent to the applicant.
