Personal Information Request (Subject Access Request)

Latest revision date: January 2023
Revision due date: January 2025


Before you begin


Who is this form for?

It's for any person who wants to see a copy of information that Berneslai Homes holds about them.
Generally this would be:
• a tenant or former tenant;
• a housing applicant or former housing applicant;
• an employee or former employee; or
• a leaseholder or former leaseholder.
But it can be any person who believes that Berneslai Homes holds some information about them on our records.

Can I make this application on behalf of someone else?

You can make an application on behalf of someone else who wants to see their records. However, that person would have to give written permission to share that information with you. If the information you are asking for on behalf of someone else can be sent or given directly to the person it’s about (and we have confirmed their identity) then we may not need their written consent.

Do I have to confirm my identity before you share the information?

Yes.
In some cases where we have already verified the person’s identity (for example current tenants), and where the information you are requesting is simple and not sensitive – we may be able to process your request without asking for confirmation of identity.
In most cases we will contact you and discuss what evidence you will need to supply and how we will provide the information you have asked for.

How do you respond to my application


We will respond to you via secure email if you have provided your email address. If it’s not sensitive data then we can post it to your confirmed address. If it’s sensitive then we will generally ask you to collect the information from our offices. If it’s a large amount of information which would be costly to post then we would also ask you to collect it.

How do you give me the information?

If it’s not sensitive data then we can post it to your confirmed address. If it’s sensitive then we will generally ask you to collect the information from our offices. If it’s a large amount of information which would be costly to post then we would also ask you to collect it.

How quickly do you respond to my request?

We will acknowledge your request within 5 working days and respond within a month. We may extend this by a further two months but only if your request is complex or numerous. If this is the case, we will inform you within one month of the receipt of your request and we’ll explain why the extension is necessary. We may ask you to clarify your request or provide us with more information – this is because we hold a large amount of information and we need to make sure we provide you with the information you want. In these circumstances, the time frame in which we respond to you will be paused until more information is received from you.

Protecting your personal data

By completing this form you acknowledge that we will follow our responsibilities under data protection legislation. We will store the information securely, share it with partners and other statutory agencies where we have the right under law to do this, use it only for the purpose it was provided and process it as set out in our privacy policy. For more information please see our privacy policy on our website
  • Section 1 - The Application

  • Are you *

  • Representative contact details

  • Representative Title *

  • Representative First Name *

  • Representative Last Name *

  • Representative Address *

  • What is your relationship to the person who the information is about?

  • Has the person given you authority or permission to act on their behalf for this purpose?

    (We will need evidence that permission has been given)

  • If the person has given you permission we will check our records and may contact the person before we discuss this matter with you.
  • We will contact the person to get their permission to discuss this matter with you. If you have any concerns about this then please tell us below

  • Does this person want the information being requested about them

  • Section 2 - Who is this information about?
  • In this section please tell us the current or former names and addresses of the person who the information is about. If you are making the request for information about you then this is your name and address. This will help us find the information you are asking for.

  • Title *

  • First Name *

  • Last Name *

  • Date of Birth *

  • Email Address

  • Phone Number

  • Tenancy or application reference number(Leave blank if not applicable or unknown)

  • Current Address *

  • Has this person been known by any other name (in connection with the information being asked for)?

  • Title *

  • First Name *

  • Last Name *

  • Dates known by this name

  • From *

  • To *

  • Has this person lived at any other address (in connection with the information being asked for)

  • Addresses

  • Section 3 – What information is requested

  • Please tell us what information you want and the reasons why Berneslai Homes would have personal information about you in its files. Please provide any reference numbers which may be relevant.

  • Section 4 - Upload Documents
  • Use this section to upload any information that may help us deal with your request for information. For example this may be a letter signed by the tenant giving permission for someone to receive the information on their behalf.

    To upload this information you can either use a scanner or take a photo with your phone or tablet. Just click the upload button.

    More than one piece of information? Just click the “Add” button after you’ve finished uploading each one. You can upload a maximum of five pieces of evidence.

    If you haven’t got the evidence to upload at this point you can save your form until you have or you can upload it later using our “Document upload e form” which you can find on the Tell Us About it section of our website.

  • Documents of proof

    You can upload the following file types: JPG, PDF, PNG
    Please note if you are going to save this form instead of submitting, you will need to upload your file when you submit.

  • Section 5 - Confirmation

  • Protecting your personal data

    By completing this form you acknowledge that we will follow our responsibilities under data protection legislation. We will store the information securely, share it with partners and other statutory agencies where we have the right under law to do this, use it only for the purpose it was provided and process it as set out in our privacy policy. For more information please see our privacy policy on our website www.berneslaihomes.co.uk

    By ticking the box below I agree to the following statements:
    • I confirm that the information in this form is true and that you may contact me if you need to discuss the matter further.
    • I understand that if I have not completed this form fully it may result in a delay in us acting on your request.
    • I confirm that Berneslai Homes will need to confirm:
    - The identity of the person the information is about,
    - That I have written permission to act on their behalf,
    - That the information can be sent directly to me, where relevant.