Frequently asked questions

This page answers all your questions about data protection and access to information.

Frequently asked questions

What is personal information?
What is a relevant filing system?
How can I see information about me?
How long should I expect to wait before receiving a reply?
Can you refuse access to information?
What if any of the information about me is wrong?
Where can I see a copy of the Data Protection Act 1998?
Who do I contact if I have any questions?

What is personal information?
Personal information is any information or group of information specifically about a living individual.

What is a relevant filing system?
A recent court judgement stated that a 'relevant filing system' includes any manual system which files information about individuals in a way that is:

• structured or referenced in a way that clearly indicates that the files contain personal information about someone; or
• structured or referenced in a way that readily indicates that the files contain personal information about someone and where within the files that information can be found.

How can I see information about me?
Individuals have a right to request access to information about them held by the Authority. This is called a subject access request. A subject access request must be made in writing. You can use LFEPA’s subject access request form [ PDF 94.5kb] to make such a request and you should provide as much relevant information as possible, attaching extra sheets if necessary.

Please forward your completed form to the Information Access Team.  LFEPA does not currently charge for this service.

How long should I expect to wait before receiving a reply?
We will reply to a subject access request as soon as possible and in any case within 40 days of receiving it. If you have made a request for access to your personal information and have not received any response within 10 working days, contact the Information Access Team as soon as possible.

Can LFEPA refuse access to some/all of the information I have requested?
There are certain circumstances when information might be withheld. For example, if releasing the information would mean compromising the rights or privacy of other people, under the Act, it would be withheld. If we do withhold any information, we will write to you and explain the reasons why.

What if any of the information about me is wrong?
You should write to the Information Access Team immediately, stating what information is incorrect and asking for it to be amended. We will inform you of the action we have taken within 21 days of receiving your request.

Where can I see a copy of the Data Protection Act 1998?
A copy of the Act is available to view via the Information Commissioner's website or you can use this link to go straight to the Data Protection Act 1998.

Who do I contact if I have any questions?
The Information Access Team will be able to advise you on any data protection or freedom of information query.

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