A Subject Access Request (SAR) is a valuable right under the UK General Data Protection Regulation (UK GDPR) that enables individuals to request personal information held about them by organisations, including local authorities.
If you need to access records or documents held by your local authority, whether it’s regarding planning, tree preservation, housing, or any other service, making a SAR can help you gain the information you need.
This blog explains what a SAR is, how to make one, and what information you can request from your local authority.
WHAT IS A SUBJECT ACCESS REQUEST?
A Subject Access Request is a formal request made by an individual to an organisation under the UK GDPR and the Data Protection Act 2018. It grants individuals the right to obtain information about themselves held by that organisation.
When you make a SAR, the local authority is required to provide:
• Confirmation of whether they are processing your personal data
• A copy of the personal data they hold on you
• Details of the purposes for which your data is being used
• Details of who your data has been shared with
In essence, it allows you to access any personal information a local authority holds on file about you.
WHEN IS A SAR TO A LOCAL AUTHORITY USEFUL?
Making a SAR to a local authority can be useful in several scenarios, including:
• Planning permission applications and decisions
• Tree Preservation Orders (TPO) or tree-related issues
• Housing or homelessness applications
• Complaints and appeals, including those involving council tax, parking fines, or environmental matters
• Personal data concerning services such as social care or education
WHAT CAN YOU REQUEST?
When making a SAR, you can ask for the following information from the local authority:
• Copies of emails or letters sent to or from the authority that relate to you
• Meeting minutes, reports, or correspondence that mention you
• Personal data held on any of the services they provide to you (e.g., housing, planning, education, social services)
• Any complaints or issues raised by or about you
• Records from public consultations, if applicable
WHAT CANNOT BE REQUESTED?
While you have the right to access your personal data, there are some exceptions, such as:
• Data that relates to other individuals, unless their consent is provided or there are overriding legitimate reasons for sharing
• Information protected by legal privilege
• Data that would affect ongoing investigations or enforcement actions
• Documents that are in draft form, unless they were used to make decisions affecting you
HOW TO MAKE A SAR TO A LOCAL AUTHORITY
- Put your request in writing (email or letter)
2. Clearly state that it is a “Subject Access Request under UK GDPR”
3. Be specific about what records you are requesting (e.g., planning applications, correspondence on TPO matters)
4. Provide proof of your identity if requested
EXAMPLE WORDING
“I am writing to make a Subject Access Request under the UK GDPR. Please provide me with copies of all personal data the council holds about me, including planning applications, tree preservation orders, any reports, and relevant correspondence.”
TIME LIMITS
The local authority must respond within one month of receiving the request. If the request is complex, they may extend the deadline by an additional two months, but they must inform you of this.
WHAT IF THE LOCAL AUTHORITY DOESN’T RESPOND?
If the local authority fails to comply with the SAR, you can:
• Send a follow-up request
• Complain to the Data Protection Officer at the council
• Lodge a complaint with the Information Commissioner’s Office (ICO)
FINAL THOUGHTS
Making a SAR is a powerful tool for gaining insight into how a local authority manages your data. Whether for planning, tree preservation, or housing matters, this right can help you gather vital information and ensure transparency.
By knowing how to use a SAR, you can better navigate administrative processes, safeguard your rights, and hold the council accountable when necessary.
