The Data Protection Act 1998 (The Act) gives individuals the right of access to personal information which may be held about them, subject to certain exemptions. This is called the right of ‘Subject Access’.
The Act lays out the standards for the ownership, management and use of ‘personal information’ about living individuals and gives people certain rights to access information.
The eight principles of the Act require that data must be:
- Processed fairly and lawfully
- Processed for specified purposes
- Adequate, relevant and not excessive
- Accurate and up-to-date
- Kept no longer than necessary
- Processed in accordance with the rights of the data subject
- Held securely
- Not transferred to countries outside EEA without adequate protection
People can request a copy of personal data held about them, subject to certain exemptions, by submitting a ‘Subject Access’ request. There are two forms for making a Subject Access Request – F-337-form.doc (1474 downloads) for data held on South Wales Police local systems and/or the ACRO SAR1 form which you can access from the ACRO website, to request details of convictions held on the Police National Computer (PNC).
How we use personal information
If you would like more details about how we process information, please take a look at our guidance document: How-South-Wales-Police-Uses-Personal-Information.pdf (520 downloads) .
To request personal data held on South Wales Police local systems,
You will need to:
- Complete the Subject Access application F.337 form F-337-form.doc (1474 downloads)
- Provide proof of identification with your form i.e. passport, driving licence, something that shows your full name, date of birth and current address. N.B. Documents must be originals, copies will not be accepted.This may require a combination of documents; see Section 3 of the application form for examples.
- Please provide specific details regarding the information you require, to enable us to locate it.
- Provide a statutory fee of £10.00, with cheques made payable to the Police and Crime Commissioner for South Wales.
Please send your completed F337 form (925 downloads) original identification documents and fee to:
Data Protection Office
South Wales Police Headquarters
For your convenience you may complete the form electronically. You will then need to print a hard copy and post the application to the Data Protection Office (please use the address on the front cover of the application form). We are unable to accept applications sent via email.
Once we have received your application, we have a legal obligation to provide you with a response within 40 days.
To request details of criminal convictions held on the Police National Computer (PNC),
You will need to:
- Complete the Subject Access application form ACRO SAR1 accessible from the ACRO website.
- Provide copies of proof of identification with your form i.e. passport, driving licence, something that shows your full name, date of birth and current address. This may require a combination of documents; see page 2 of the SAR1 form for examples.
- Provide a statutory fee of £10.00, with cheques made payable to PCC for Hampshire.
N.B. if applying for both (i.e. information held on South Wales Police local Systems and the Police National Computer [PNC]), only one £10 fee is required made payable to PCC for Hampshire and needs to be sent with the ACRO SAR1 form.
Please send your completed ACRO SAR1 form accessible from the ACRO website, identification document copies, and fee to:
PO Box 662
Once your application is received, ACRO has a legal obligation to provide you with a response within 40 days.
Police Certificates for visa, emigration or residency applications
Individuals requiring Police Certificates for the purpose of applications for emigration, visas or residency for a number of countries including, but not limited to Australia, Belgium, Canada, Chile, Kuwait, New Zealand, Portugal, Slovakia, South Africa, Uganda, Uruguay and the United States of America should download an application form via the Association of Chief Police Officers (ACPO) website following links to ACRO. However, it is your responsibility to confirm with the relevant Embassy, High Commission or requesting authority that a Police Certificate will be acceptable.
Please note that this Certificate is processed entirely by the ACPO Criminal Records Office (ACRO) and applications should not be returned to South Wales Police. All submissions and enquiries relating to this process should be directed to ACRO, who can be contacted as follows:
Telephone: 0845 601 3999 (International callers: 0044 1962 871 111) during their office hours of 08:30 – 23:00 GMT, Monday – Friday.
Is the ACRO Certificate the same as obtaining a ‘disclosure’ from the Disclosure and Barring Service (DBS) – formerly Criminal Records Bureau (CRB)?
No. The DBS is an executive agency of the Home Office. It has been set up to provide wider access to criminal record information to help organizations make safer recruitment decisions.
The DBS assists employers in the public, private and voluntary sectors to identify candidates who may be unsuitable for certain work, especially work involving contact with children or vulnerable members of society.
If you will be working or volunteering with children, vulnerable adults or the elderly you should ask your employer to contact the Disclosure and Barring Service on 0870 9090 811, e-mail firstname.lastname@example.org or go to the website https://www.gov.uk/government/organisations/disclosure-and-barring-service.
If you are self-employed and will have access to children or vulnerable adults you should seek advice from the Disclosure and Barring Service (DBS). A number of employment/recruitment agencies have become registered bodies and can facilitate a DBS check for you – they may charge an administration fee.
What is Disclosure Scotland?
Disclosure Scotland is available to anyone within the UK. Disclosure Scotland is a government approved agency that provides suitable reports for employers showing any relevant convictions. The reports exclude any convictions classified as ‘spent’ as they should not be relevant to an employment agreement. Find out more by visiting www.disclosurescotland.co.uk or calling 0870 609 6006.
However if your work will involve access to children, vulnerable adults or the elderly please follow this link for Disclosure and Barring Service.