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Subject Access Request

Section 1 Applicant Details
Title (please tick
one)
Mr Mrs Miss Ms
Other (please state)..
First Name/s

Family Name

Previous Family
Name


Other name/s
known by

Date of Birth
(dd/mm/yyyy)

.././.
Sex Male Female
Nationality


Place of Birth


Home Office Reference Numbers

Please give details of all known reference
numbers issued by the Home Office or the
UK Border Agency (previously named
Border and Immigration Agency (BIA) and
Immigration and Nationality Department
(IND)).


Home Office Reference:

Port Reference:

Other references (state context):..

...



Section 2 Applicant Contact Details
Current Address



Daytime Tel No. Email


Previous
Address





Please read the Subject Access Request Guidance Notes before completing this form.
A separate form should be completed for each individual.
NOTE: THIS IS NOT A MANDATORY FORM SUBJECT ACCESS REQUESTS MADE IN OTHER
FORMATS WILL ALSO BE ACCEPTED BUT THIS FORM IS DESIGNED TO SPEED THE PROCESS UP




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Section 3 Representative Details (if applicable UKBA WILL REPLY TO THIS ADDRESS)
Name of
Representative


Company (if
applicable)

Representatives
Address



Daytime Tel No. Fax No.


Email



Section 4 Authority to Release Information to a Representative
A representative needs to obtain authority from the applicant before personal data can be released.
The representative should obtain the applicants signature below, or provide a separate note of
authority. This must be an original signature, not a copy (tip: using blue ink often helps verification).

If the applicant is signing as the guardian of a child under 12, proof of legal guardianship must also be
provided.

I hereby give my authority for the representative named in Section 3 of this form to make a Subject
Access Request on my behalf under the Data Protection Act 1998.


Signature of Applicant: Date:


Section 5 Proof of the applicants identity
In order to prove the applicants identity, we need to see copies of two pieces of identification, one from
list A and one from list B below. Please indicate which ones you are supplying. Please do not send
originals.

List A (one from below) List B (plus one from below)
Passport/Travel Document

A letter sent to you by the Home Office

Photo driving licence

Utility bill showing current home address

National Identity Card

Bank statement or Building Society Book

ARC Card







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Section 6 Details of the data required
Please tick the box next to the data type that you require. You may tick more than one box.

Specific data/records only. Please explain in the Further Details box


Specific dates only. Please state



Types of records required (you may tick more than one box):
Electronic records (computer database).

Visa application records

Home Office case files..

Detention records held by UKBA ....

Port files..

Detention records held by contractor..

Landing cards

Removal escort records held by UKBA

Work Permits UK records

Removal escort records held by contractor

NASS (asylum support) records
Please tick box to right if you do not want
documents that have already been sent to
the applicant (or a representative acting on
the applicants behalf), or which the applicant
(or a representative) has sent to UKBA
(previously BIA, IND).





All data held by the UK Border Agency..





Further Details
Please use this space to give us any further details about the information you are requesting, for
example by stating specific documents you require (use extra sheets if necessary):

..

If requesting detention records please supply the following information:
(a) Dates of detention..
(b) Place(s) of detention .

If requesting removal escort records please supply the following information:
(a) Dates of removal/attempted removal/transfer..
(b) Name of removal escort contractor (if known).










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Section 7 Declaration
The information which I have supplied in this application is correct, and I am the person to whom it
relates or a representative acting on his/her behalf. I understand that the UK Border Agency may need
to obtain further information from me/my representative in order to comply with this request.

I enclose a cheque/postal order (delete as applicable) for 10 made payable to
The Accounting Officer Home Office

Signature of Applicant/Representative: Date:



Timescale

If you have specific reasons for requiring data by a specific date please give details below:
(a) Date required
(b) Reason (please state and supply supporting evidence)..

..


Voluntary information

It would be helpful for us to know the reasons for your request, as this information will help us to
improve our service (this is voluntary so you dont have to provide any reason and it will have no
bearing on the processing of your subject access request):


.

.

.




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Subject Access Request Guidance
Please read before filling in the Subject Access Request Form

Which sections should I complete?
Sections 1, 2, 5, 6 and 7 should be completed for all applications.
Sections 3 and 4 (Representative Details and Authority to Release Information to a Representative)
should only be completed if the application is being made by a representative (i.e. someone other than the subject
themselves).
Section 5 (Proof of the applicants identity) - If you do not have any of the forms of identity listed, we may in
exceptional circumstances accept a photograph signed by yourself and your representative which we will check
against our files.
This form is designed to assist the process of making a subject access and as a consequence may speed the
process up but it is not mandatory, all subject access requests made in other formats will also be processed.
What information will help with the processing of my subject access request?
Identification of relevant records will be easier if you can provide any references issued by the Home Office or the
UK Border Agency (UKBA formerly BIA, IND) relating to applications you may have made or action taken
against you. Home Office references begin with a letter followed by 6 or 7 numbers (e.g. A1234567). Port
References usually start with characters then a / followed by numbers (e.g. TN3/03/12345). Other references may
vary and the more details you can give the better for example, entry clearance application reference [state
reference number] made at [state specific embassy/high commission] on [state date].
If you cannot provide us with satisfactory proof of identity, your application will be rejected and any fee already
paid will not be returned.
What information does the UK Border Agency hold?
The UK Border Agency holds information relevant to conduct of its functions which will include, but not restricted
to, personal information about applications you have made and any immigration enforcement action undertaken.
However, some data may have been reviewed and destroyed where appropriate in accordance with information
retention policies.
The UK Border Agency is also the data controller for certain information held by other bodies who are contracted
by UKBA in connection with the conduct of specific immigration activities. This is likely to be the case if you have
been detained in an immigration removal facility or an escorted removal has been carried out or arranged. There
are exceptions to this for example, UKBA is not the data controller for medical records held by such contractors
and has no remit to disclose such information if you require that type of data you would need to write direct to
the detention or escorting contractor.
How long will it take to get my data?
Once we are satisfied that you meet the criteria for disclosure of data under the Data Protection Act, and have
provided sufficient information, you should receive a response within 40 days from the date that we accept your
application for processing.
Record may be held in several different locations and in paper and electronic formats. If you only require specific
information and you clearly state what that is for example a specific document or IT-only data then you are
likely to get a quicker disclosure.
The form includes a section for giving details if you need a disclosure by a certain date. No guarantee can be
given that a disclosure will be completed by that date but we will endeavour to comply with reasonable requests
for expedited action.

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General Notes
1. We will acknowledge your application in writing and provide you with a DPU reference number.
2. The fee for a Subject Access Request is 10. We accept cheques or postal orders made out to The
Accounting Officer Home Office.
3. When we process information requests for children aged 12 or over and spouses, we require their
signature of authority before disclosing data. A separate application form should be completed for each
individual and additional fee submitted. Sections 4 and 5 should be completed by a parent/guardian for a
child under 12.
4. The documents that you receive may have data blacked-out or contain rough notes that may lack clarity.
This is because we aim to supply copies of the original records whenever possible. However, as Home
Office records also include information that we cannot release to you under the Data Protection Act, e.g.
another persons data, this is removed.



Checklist

Have you completed all relevant sections of the form?
If you are a representative, has your client signed the authority in Section 4 or provided a separate signed
note of authority?
If you are submitting the form yourself, have you signed the form at Section 7?
If you are signing as a guardian of a child under 12, have you provided proof of your legal guardianship?
Have you enclosed copies of two pieces of identification from the lists in Section 5 (one from each of A
and B)?
Have you enclosed the fee of 10 per SAR (Cheque or postal order payable to The Accounting Officer
Home Office)
Have you signed the declaration in Section 7?
Have you provided as much information as possible to enable us to find the data you require?


Please send your completed form, identification and fee to:

Data Protection Unit
UK Border Agency
Lunar House
40 Wellesley Road
Croydon
CR9 2BY
Fax:
020 8196 0748

Email: dataprotectionunit@UKBA.gsi.gov.uk