The Data Protection Act 1998 was brought into force on 1 March 2000 and works in two ways. It gives individuals certain rights. It also says that those who record and use personal information must be open about how the information is used and must follow the eight principles of 'good information handling'.
They say that data must be:
- Processed fairly and lawfully;
- Processed for limited purposes
- Adequate, relevant and not excessive
- Accurate and up to date
- Not kept longer than necessary
- Processed in accordance with the data subject's rights
- Not transferred to countries outside EEA without adequate protection
Section 7 - Subject Access provision
Subject Access is a provision under the Data Protection Act 1998, which gives individuals the right of access to personal information held about themselves.
Application for a 'Subject Access' costs £10. This is a fixed charge per application.
PLEASE NOTE: Gwent Police will only accept requests for local information. Please follow the guidelines below if you require a copy of your police record held on The Police National Computer (PNC). If Gwent Police receives requests which should have gone to ACRO these will not be processed and all documentation will be returned to you in second class post. Gwent Police accept no liability for loss of post whilst in transit.
Requesting access to information held on the PNC – including information relating to convictions, cautions / warnings reprimands and penalty notices for disorder. (Form: ACRO SAR1)
You should use the ACRO SAR1 form if you need a check to be made against your conviction history.
- The ACRO SAR 1 form can be downloaded from the ACPO Criminal Records Office website - http://www.acro.police.uk/subject_access.aspx.
This will include recordable convictions, police cautions / warnings, reprimands and penalty notices for disorder. This form must be printed and completed following the instructions contained on the form.
It must be sent direct to ACRO (SAR), PO Box 662, Fareham, PO14 9LQ.
The processing of these applications is carried out by the Association of Chief Police Officers Criminal Records Office (ACRO) (http://www.acro.police.uk/) and all queries about how the process works, timescales for responses etc. should be directed to ACRO on +44 (0)2380 479 920 (Mon - Fri 8:30 to 16:30), if calling from outside the UK dial +44 1962 871111 or alternatively email [email protected]
Requesting access to information held by Gwent Police
If you wish to apply for personal information relating to you which may be held on Gwent Police information systems and paper records, for example, in cases where you have been a victim, a witness, an offender, or reported an incident to Gwent Police, you will need to complete the Subject Access form SA1.1 - Includes Guidance Notes (English language version) or Subject Access form SA1.1 - Includes Guidance Notes (Welsh Language Version). Forms are also available from any main Police Station in Gwent.
Please state what information you require and provide enough details to locate this information.
Completed forms SA1.1 should be sent to:
The Data Protection Unit
Gwent Police Headquarters,
Tel: 01495 745444
Submitting application forms
ACRO SAR1 and Gwent Police SA1.1 application forms must each be accompanied by two identification documents* (copies of the identification documents are acceptable) and must be sent separately to the above addresses. A receipt of application and payment will be provided by email (if provided). Alternatively, if receipt is required other than by email, a self addressed stamped envelope should be included with application.
(* the applicant must provide at least two forms of identification, (e.g. copies of Passport, Driving Licence, Birth/Marriage certificate, Utility Bill, Medical Card etc) which are sufficient to prove their name, date and place of birth, current address and signature. If an applicant lives overseas and wishes their reply to be forwarded directly to an address in the UK, they must put this request in writing giving clear authority).
Please note - If you wish to apply for both categories of information, you will need to complete forms ACRO SAR 1 and SA1.1; however you are only required to make a single payment of the fee (£10) to ACRO. Be sure to indicate that you have made applications to both ACRO and Gwent Police on the respective application forms. If you only require personal data held on Gwent Police systems, form SA1.1 should be submitted with £10 fee payable to ‘The Police and Crime Commissioner for Gwent ’.