Subject Access Request

The Data Protection Act 2018 gives rights to people about who we hold information, and gives us responsibilities regarding that information.

Helping you to find out what personal information we hold about you, why we hold it and who we disclose it to is fundamental to good information-handling practice.

What is a Subject Access Request?

The Data Protection Act 2018 (“the Act”) gives you certain rights in relation to your personal information and gives us responsibilities regarding that information.

You are entitled to request access to the information we hold about you. The Data Protection Act 2018 gives you this right. This is known as a Subject Access Request.

How to make a Subject Access Request?

If you wish to make a Subject Access Request, you can complete a form.  Download a Subject Access form here.

Once you have completed the form, you should return this to us at the address below:

The Assurance Team, Wheatley Group, Wheatley House, 25 Cochrane Street, Glasgow, G11HL.

You can also email:

You do not have to use this form but it will make it quicker and easier for us to deal with your request. If you choose not to use our form, your request should include the following information:

  • your full name, address and contact telephone number
  • any information used by us to identify or distinguish you from someone else of the same name (e.g. rent reference number, application number, common charges account number)
  • details of the specific information you require and any relevant dates.

You do not have to tell us why you want to see your information.

Can I access information on someone else’s behalf?

We will need to be satisfied that you have the individual’s permission to act on their behalf.

If you wish to access information about someone else, you will require their written consent and the relevant sections of the Subject Access form should be completed confirming that you are acting on behalf of the individual.

You must also submit proof of your identity and there must be a representation mandate in place.

Click on the link to download a representation mandate form. You should pass it to your housing officer when it's complete.

How long will it take for you to respond to my request?

We will respond to you within the statutory timescale of one month, starting from the day we receive your request.

Before we release information to you, we need to be confident of your identity so we may ask you for additional information in order to verify it.

Will any information be withheld?

There are some circumstances where the information you have asked for contains information that relates to another person.

Unless the other person gives their permission, or it is reasonable in all the circumstances to provide the information without permission, we are entitled to withhold this information.

Third party information may be edited out (redacted) so that it does not form part of the requested information.

There are exemptions within the Act which may allow us to refuse to comply with your request.

Where an exemption applies to the facts of your request, we may refuse to provide all or some of the information requested, depending on the circumstances. For example, if providing you with the information would be likely to affect the way crime is detected or prevented. When responding to you, the reasons will be explained.

What if I am not happy with the handling of the request?

If you are dissatisfied with the handling of this subject access request and wish to seek a review, please write to:

The Information Governance Solicitor, Wheatley Group, Wheatley House, 25 Cochrane Street, Glasgow, G1 1HL.

Should you remain dissatisfied with the handling of your subject access request and the review, you may wish to contact the Information Commissioner’s Office.

How do I find out more about requesting my personal information?

The Information Commissioner’s Office provides useful information.