Data Protection requests
Please click on the link below that is most appropriate to your enquiry.
- How to access your personal data held on the Police National Computer (including details of prosecution/conviction history)
- How to access your personal data held on Thames Valley Police Local systems
- Information for solicitors to make a request for civil proceedings
- Request information for family court proceedings.
- What is the Data Protection Act?
- What is the difference between the Data Protection Act and the Freedom of Information Act?
- How do I request the removal of information from the Police National Computer information including DNA/fingerprints?
- Contact the Public Access Office.
- DBS filtering process and disclosing criminal records
- Disclosure of information held by the police for employment vetting processes
How to access your personal data held on the Police National Computer (including details of prosecution/conviction history)
Use this form to request a check for a criminal conviction history
Should you like to know what information is held about you on the Police National Computer, you will need to complete an Association of Chief Police Officers Criminal Records Office Subject access form (ACRO SA1), which can be downloaded from the NPCC website (opens new window). The form should be printed and completed following the instructions which are on the form.
The processing of these applications is carried out by the Association of Chief Police Officers Criminal Records Office, known as ACRO. Thames Valley Police can provide general advice about what information this application will provide and whether it is appropriate for your needs. However, all queries about how the process works, timescales for responses etc should be directed to ACRO on 0845 6013 999.
Do not use this form to request a check for a criminal conviction history – see previous paragraph.
Should you wish to know what information is held about you on Thames Valley Police local information systems, you will need to complete a sa1a.pdf (PDF 265 Kb - opens new window)Subject access request application form (SA1A). This form should be printed and completed following the instructions which are on the form.
How to apply for both types of information
Please be advised that should you wish to complete both an ACRO SA1 and SA1A request, you are only required to pay one statutory fee of £10. This will need to be sent to ACRO with your ACRO SA1 application.
You will be required to send identification documents to both ACRO and Thames Valley Police with your applications. Please ensure that you have noted on the SA1A application that you have submitted both requests. This is in Section 1b.
How to access your personal data held on the Police National Computer from Disclosures Scotland and for visiting/work/living in Canada, USA, Australia, New Zealand, Bahamas, South Africa, Belgium or Chile
If your UK employer has asked you to provide a copy of your criminal record – or proof that you don’t have one – apply to Disclosure Scotland via the Disclosure Scotland website (opens new window) or 0870 609 6006. Responses take about two weeks from receipt of application and payment.
If you are planning to visit or work/live in Canada, USA, Australia, New Zealand, Bahamas, South Africa, Belgium or Chile and require a copy of your criminal record – or proof that you don’t have one – apply to Association of Chief Police Officers (ACPO) Criminal Records Office for a police certificate - visit the NPCC website (opens new window) or call 0845 601 3999.
Subject Access is not necessarily suitable for civil proceedings, as you will only receive your client’s personal data under Section 7 of the Data Protection Act 1998. You may wish to undertake a Section 35(2) request, which is more appropriate. We advise that you submit a Section 35 request before applying for a court order.
In order to make a successful Section 35 request, we require the request, specifying exactly what it is you require, in writing, authorisation from your client and an initial administration fee of £82.40. Other fees may be applicable and a schedule can be obtained upon request. Each case is considered individually, however, we may require consent from other individuals, in order to release their personal data, as we generally owe a duty of confidence to those who have given us information for policing purposes.
Please note, that you must send the request to the following address, with the initial fee and consent;
Thames Valley Police Headquarters
Court Orders and Applications
Court Orders and/or applications for court orders should be emailed to firstname.lastname@example.org or posted to the Public Access Office, at the above address. Thames Valley Police will require a minimum of 28 days to consider the application or order, locate and retrieve the specific information, complete a schedule, raise an invoice for costs and respond accordingly.
Please contact the office if you require any further assistance.
How to request information for family court proceeding
Anyone wishing to obtain information held by Thames Valley Police for use in family court proceedings will need to fill in a Standard Request Form. To download a copy of the form, please visit our Family Court Disclosures page.
What is the difference between the Data Protection Act and the Freedom of Information Act?
- The Data Protection Act deals with personal information that relates to living people – for example, crime reports or witness statements usually contain personal information.
- The Freedom of Information Act deals with public information, such as crime statistics and does not ordinarily allow access to personal information. You can make a Freedom of Information request via this website.
How do I request the removal of information from the Police National Computer information including DNA/fingerprints?
Information held by the Police Service is retained in accordance with legislation and national guidance. In limited circumstances, individuals are entitled to request the removal of police held information prior to the defined retention periods. However, this will only be undertaken in exceptional circumstances.
Please refer NPCC website (opens new window) below which outlines the legal position on retention and the process to follow if you wish to make an application. This process relates to information held on the Police National Computer and includes the removal of cautions held locally.
Contact the Public Access Office
Any other requests or enquiries should be directed to the Public Access Office at:
- Telephone – 01865 846329.
- Write to – Public Access Office, Thames Valley Police Headquarters, Oxford Road, Kidlington, OX5 2NX.
- Email the Public Access Office.
If you wish to discuss your Disclosures and Barring Service (DBS) check/enhanced check, formerly CRB check, please call 101 and ask to be put through to the DBS.
Information on these subjects can be found on the Nacro website (opens new window)
Information on this subject can be found on the NPCC website (opens new window).