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Home > Contact us > Accessing your data

Accessing your data

You have the right to ask for copies of the personal information we hold about you. This is called a Subject Access Request (SAR).

How to access the information we hold about you

You can submit a request to receive a copy of your personal data:

  • Online: using the form below. You do not have to use this, but it helps us process your request more quickly.
  • By phone: call us and we will log your request for you - 01993 890000
  • By post: Write to Data Protection Team, Cottsway House, Heynes Place, Avenue Two, Witney OX28 4YG
  • In person: You can make an appointment to visit our Witney office to submit your request. Please remember your identification. One of our staff will help you to complete the form.

To find out what we use your data for and the lawful basis for doing so, see our Privacy notice.

Important: In some cases, we may not be able to provide all the information we hold about you. This is because the law allows some exemptions. If this applies, we will explain this in our response.

What you can ask for

You can ask for:

  • what personal information we hold about you
  • how we use it
  • who we share it with

For more information, see the ICO’s website: Getting copies of your information (SAR)

Other requests

You can also ask us to:

  • correct information that is wrong
  • delete some information (where the law allows)

We will review all requests carefully, but we may not always be able to remove information.

How long it takes

  • We will confirm we’ve received your request within 5 working days.
  • We usually respond within 1 calendar month.
  • If your request is complex, it may take longer - we will let you know.
  • We may ask for a small fee in some cases, eg printing costs - we will tell you before charging.

Proof of identity

We may ask you for proof of identity if needed to confirm who you are. We will only ask for this when necessary.

If you are applying for someone else, you must provide proof that you have permission to act for them.

Acting for someone else

You can make a request for someone else, such as a family member, friend, or client.

If you do, we will need proof that you have permission to act for them. This could be written permission from them or a legal document, such as a power of attorney.

We will only start working on the request once we have received proof that you are allowed to act on their behalf.

Subject Access Request

Your details
Who is the request about
Are you the person the request is about? *
Your relationship to Cottsway: *
Their details
What is their relationship to Cottsway? *
What is your relationship to the person the request is about? *
Do you have authority to act for them? *
Your request
Tell us exactly what information you are asking for. Please provide as much detail as you can. You can include types of information (emails, letters, phone calls etc), departments involved (if known) and / or specific documents (if known).
What time period do you need information for? Please be as specific as you can. This helps us find the right information more quickly. For example, you may only need information from a certain time period or about a recent situation, rather than your full history with us. You can include a specific date range (for example, January 2023 to June 2024) or details of a particular event or issue.
If something prompted your request, you can tell us here. We may contact you to talk it through so we can try to help before we process your request.
Response preferences
Ideally, how would you like us to respond to you?
Do you require this document in large print? *
Declaration

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