Subject Access Requests (SARs)

Local Authorities (Councils) hold large amounts of personal information about the people they serve. This information may relate to housing, homelessness, children's services, adult social care, safeguarding, education, council tax, environmental services, complaints, and many other council functions.

Under UK data protection laws, individuals have the right to request copies of personal information held about them by a council.

This is known as a:

Subject Access Request (SAR)

A Subject Access Request can be one of the most powerful tools available when trying to:

• Understand decisions.
• Check records for accuracy.
• Obtain evidence.
• Challenge incorrect information.
• Investigate complaints.
• Prepare for reviews, appeals, Ombudsman investigations, or legal proceedings.

Keeping records and obtaining copies of information held by councils can help individuals better understand how decisions were made and whether procedures were followed correctly.

What Is A Subject Access Request?

A Subject Access Request is a legal request asking an organisation to provide copies of personal information it holds about you.

Councils must generally respond to valid requests in accordance with:

UK General Data Protection Regulation (UK GDPR)

and

Data Protection Act 2018

What Information Can Be Requested?

People may request copies of personal information held about them.

Examples include:

Case Records

Assessment Reports

Social Worker Notes

Housing Records

Homelessness Assessments

Adult Social Care Records

Children's Services Records

Safeguarding Records

Subject to legal restrictions.

Internal Emails

Where personal information is contained within them.

Complaint Records

Meeting Notes

Correspondence

Decision Records

Call Notes

Electronic Records

Why Submit A Subject Access Request?

A SAR can help people:

Understand Decisions

See how conclusions were reached.

Check Accuracy

Identify incorrect information.

Challenge Inaccuracies

Request corrections where necessary.

Gather Evidence

Support complaints, reviews, appeals, Ombudsman investigations, or legal challenges.

Improve Transparency

Understand what information a council holds.

Protect Rights

Ensure records are accurate and lawful.

Common Reasons People Request Council Records

Examples include:

Housing & Homelessness Cases

Understanding housing decisions.

Children's Services Involvement

Obtaining assessments, reports, and case records.

Adult Social Care Assessments

Reviewing care decisions and support planning.

Safeguarding Matters

Understanding decisions and actions taken.

Council Complaints

Reviewing complaint handling and communications.

Data Accuracy Concerns

Checking whether records contain errors.

Ombudsman Complaints

Gathering supporting evidence.

What Information May Be Withheld?

Although individuals have strong information rights, councils may not always disclose every document in full.

Information may sometimes be withheld where disclosure could:

• Breach another person's privacy.
• Prejudice criminal investigations.
• Create safeguarding risks.
• Breach legal professional privilege.
• Fall within lawful exemptions.

Any restrictions should normally be explained.

How To Make A Subject Access Request

Most councils have dedicated data protection or information governance teams.

Requests can usually be submitted:

• Online
• By email
• By letter

Information To Include

Provide:

Full Name

Address

Contact Details

Date Of Birth (where requested)

Any Reference Numbers

Housing, social care, council tax, complaint references etc.

Description Of Information Requested

Be as clear as possible.

For example:

"I request copies of all personal information held by the council relating to my homelessness application between January 2025 and June 2025."

Time Limits

Under UK GDPR, councils normally have:

One Month

to respond to a valid Subject Access Request.

In some complex cases, this period may be extended.

If additional time is required, the council should explain why.

Identity Verification

Councils may ask for proof of identity before releasing information.

Examples may include:

• Passport
• Driving licence
• Utility bill
• Council tax bill

This helps protect personal information from unauthorised disclosure.

Requesting Children's Records

Special rules may apply when requesting records relating to children.

Factors may include:

• Age
• Capacity
• Parental responsibility
• Safeguarding considerations

Councils may assess requests individually.

Requesting Adult Social Care Records

Individuals may request:

• Assessments
• Care plans
• Reviews
• Support records
• Correspondence

These records can be valuable when reviewing support decisions or challenging inaccuracies.

Subject Access Requests & Complaints

A SAR can be particularly useful when making a complaint.

Records may reveal:

• Internal discussions.
• Case notes.
• Assessment decisions.
• Delays.
• Procedural issues.
• Missing evidence.

This can help identify whether concerns are justified and provide evidence to support a complaint.

Subject Access Requests & Ombudsman Investigations

Where a complaint is escalated to the Local Government & Social Care Ombudsman, records obtained through a SAR may assist by:

• Clarifying timelines.
• Identifying errors.
• Demonstrating service failures.
• Supporting factual accounts.

Correcting Inaccurate Information

If information held by a council is inaccurate, you may request that it be corrected.

Examples may include:

• Incorrect personal details.
• Incorrect case notes.
• Inaccurate assessment information.
• Wrong dates.
• Incorrect decisions recorded.

Keep evidence supporting any correction request.

Advanced Claimant Protection

Subject Access Requests can be a valuable accountability tool.

Request Records Early

Do not wait until evidence is lost or difficult to obtain.

Be Specific

Targeted requests often produce clearer results.

Keep Copies

Retain:

• SAR requests.
• Council responses.
• Evidence received.

Check Records Carefully

Review documents for:

• Errors.
• Omissions.
• Contradictions.
• Missing evidence.

Challenge Inaccuracies Promptly

Request corrections where necessary.

Use Records To Support Complaints

Evidence often strengthens complaints and reviews.

Evidence Standards Handbook

When reviewing council records:

✓ Check dates carefully.

✓ Compare records against your own documents.

✓ Review assessments thoroughly.

✓ Identify factual inaccuracies.

✓ Record missing information.

✓ Keep copies securely.

✓ Create a timeline of events.

✓ Organise records chronologically.

Your Rights Under Data Protection Law

You may have rights to:

Access Personal Information

Request Corrections

Understand How Information Is Used

Complain About Data Handling

Seek Review Of Decisions Relating To Data

If The Council Does Not Respond

If you are unhappy with how a council handles your SAR, you may:

Contact The Council's Data Protection Team

Request An Internal Review

Raise Concerns With The Information Commissioner's Office (ICO)

Seek Independent Advice

Where appropriate.

Relevant Legislation

Key legislation includes:

UK GDPR

Data Protection Act 2018

Human Rights Act 1998

Freedom of Information Act 2000

(Separate from SAR rights but sometimes relevant.)

Local Government Act 1972

Useful Resources

Information Commissioner's Office (ICO):

Information Commissioner's Office (ICO)

Subject Access Request Guidance:

ICO Subject Access Request Guidance

Find Your Local Council:

Find Your Local Council

Local Government & Social Care Ombudsman:

Local Government & Social Care Ombudsman

Citizens Advice:

Citizens Advice

Subject Access Request Checklist

✓ Identify what information you need.

✓ Submit a clear written request.

✓ Keep copies of your request.

✓ Provide identification if required.

✓ Record submission dates.

✓ Review information carefully.

✓ Challenge inaccuracies.

✓ Organise records and evidence.

✓ Use records to support complaints where appropriate.

✓ Escalate concerns to the ICO if necessary.

Key Message

A Subject Access Request (SAR) is one of the most effective tools available for obtaining information held by a council about you. Whether you are dealing with housing issues, homelessness, children's services, adult social care, safeguarding, complaints, or other council services, accessing your records can help you understand decisions, identify inaccuracies, gather evidence, and hold public authorities accountable.

Good record keeping, careful review of disclosed information, and understanding your data protection rights can play an important role in protecting your interests and ensuring fair treatment when dealing with Local Authorities.