Make a subject access request.

It is preferred that subject access requests be submitted in writing, either by letter or email to the DPO, Gill Smith or Linda Burrows. They should include:

• Name of individual

• Correspondence address

• Contact number and email address

• Details of the information requested

If staff receive a subject access request they must immediately forward it to the DPO.

Please complete the Subject Access Request form and send it to Mrs Gill Smith (DPO) or Miss Linda Burrows (Headteacher, Chorley New Road Primary Academy). Any request in writing from the individual (Data Subject) will be considered as a valid request, whatever the format as long as it contains the relevant information to enable us to deal with your request.

Children and subject access requests.

Personal data about a child belongs to that child, and not the child's parents or carers. For a parent or carer to make a subject access request with respect to their child, the child must either be unable to understand their rights and the implications of a subject access request, or have given their consent.

Children below the age of 12 are generally not regarded to be mature enough to understand their rights and the implications of a Subject Access Request. Therefore, most Subject Access Requests from parents or carers of pupils at our Trust who are below the age of 12 may be granted without the express permission of the pupil. This is not a rule and a pupil’s ability to understand their rights will always be judged on a case-by-case basis.

Children aged 12 and above are generally regarded to be mature enough to understand their rights and the implications of a Subject Access Request. Therefore, most Subject Access Requests from parents or carers of pupils at our Trust who are aged 12 years or older may not be granted without expression permission of the pupil. This is not a rule and a pupil’s ability to understand their rights will always be judged on a case-by-case basis. All decisions will be logged by the DPO.

Responding to a SAR.

When responding to requests, we: 

• May ask the individual to provide 2 forms of identification

• May contact the individual via phone to confirm the request was made 

• Will respond without delay and within 1 month of receipt of the request

• Will provide the information free of charge

• May tell the individual we will comply within 3 months of receipt of the request, where a request is complex or numerous. We will inform the individual of this within 1 month, and explain why the extension is necessary.

We will not disclose information if it:

• Contains personal data on another data subject

• Conflicts with an ongoing legal case

• Might cause serious harm to the physical or mental health of the pupil or another individual

• Would reveal that the child is at risk of abuse, where the disclosure of that information would not be in the child’s best interests

• Is contained in adoption or parental order records 

• Is given to a court in proceedings concerning the child.

If the request is unfounded or excessive, we may refuse to act on it, or charge a reasonable fee which takes into account administrative costs. A request will be deemed to be unfounded or excessive if it is repetitive, or asks for further copies of the same information. When we refuse a request, we will tell the individual why, and tell them they have the right to complain to the ICO.