Data protection

Your rights

Who can request information?

The General Data Protection Regulations gives you the right to apply for a copy of information about yourself.   This is called a ‘Subject Access Request’. You may, if you so wish, appoint someone (an agent) to apply on your behalf (such as your parent or a solicitor). We may need to ask for proof of your identity in order to ensure that personal data is not disclosed to any other individuals or third parties.  Where the subject access request is being made on your behalf, we will request written confirmation from you for them to act on your behalf. 

We ensure that the rights of people whose information we hold can be fully exercised, including the right to access that information.

If you would like to know more about your rights under the General Data Protection Regulations, and what you should expect from us, then full information is available from the Information Commissioner website (www.ico.org.uk)

Making a Subject Access Request

 You can submit your request in the following ways :

Request to access your personal information

Email the team: dataprotection@hounslow.gov.uk

Write to us:

Customer Relations
London Borough of Hounslow
Hounslow House
7 Bath Road
Hounslow
Middlesex
TW3 3EB

Telephone: 020 8583 5211

If you choose to write to us your request must include:

• your name 
• your address 
• a description of the information you wish to obtain
• details of the service(s) you are receiving and any other information that could help the Council find your information

You can make a request verbally, however, we will need to ask security questions in order to confirm your identity or ask to see a copy of a valid ID.  

To ensure confidentiality, we will need evidence which confirms your identity. A copy of a photo ID, and proof of your address such as, driving licence or passport, and an energy bill would be acceptable. We keep all information securely, and in accordance with the GDPR.

If you are making a request on behalf of someone else, you must include proof of their permission for you to do so, or provide evidence of a power of attorney, court order, or health professional evidence that they are unable to provide consent.

Children’s Information

Information about children may be released to a person with parental responsibility. However, the best interests of the child will always be considered.

Before responding to a request for information held about a child, we will consider whether the child is mature enough to understand their rights. In normal circumstances, we consider a child of 13 or older is old enough to understand their rights.

For children under the age of 13, we will consider applications from whoever has parental responsibility for the child. We will also take into account details of the specific case.

What happens to my request?

 When the Council receives a request for information, we must respond as soon as possible, and no later than a month.  However, the deadline starts from when the Council receives a clear request and enough identification to be sure that the request is from the data subject (whose information it is).

Once this information has been received the Data Protection team will send you an acknowledgement to inform you that the one month period has started.

Once your request has been received, it will be logged and allocated a number and the Data Protection team will liaise with the appropriate area of the Council that holds the information you have requested.

The information will be reviewed to establish what information you are entitled to under the General Data Protection Regulations. We will remove or redact information, for example legal advice or information about other people, unless the third party has provided their permission to disclose the information.

Other rights

GDPR also provide the following rights:

1. The right to be informed
2. The right to rectification
3. The right to erasure
4. The right to restrict processing
5. The right to data portability
6. The right to object
7. Rights in relation to automated decision making and profiling.

Depending on the lawful basis on which the Council relies on for processing your personal data, for example; we have legal obligation to process Personal Data for purposes of collection of Council tax, or paying of benefits, or administrating Housing applications, or exercising our safeguarding obligations, you may not always be able to exercise these rights.  For more information on your rights under GDPR please visit the ICO's website.

Making an Individual Rights Request

You can submit your request by emailing the Council’s Customer Relations team on: dataprotection@hounslow.gov.uk

Or writing to:

Customer Relations
London Borough of Hounslow
Hounslow House
7 Bath Road
Hounslow
Middlesex
TW3 3EB

Your request must include:

• your name 
• your address 
• a description of the information you wish to obtain
• details of the service(s) you are receiving and any other information that could help the Council find your information

You can make a request verbally, however, we will need to ask security questions in order to confirm your identity or ask to see a copy of a valid ID.  

To ensure confidentiality, we will need evidence which confirms your identity. A copy of a photo ID, and proof of your address such as, driving licence or passport, and an energy bill would be acceptable. We keep all information securely, and in accordance with Data Protection law.

If you are making a request on behalf of someone else, you must include proof of their permission for you to do so, or provide evidence of a power of attorney, court order, or health professional evidence that they are unable to provide consent.