A Subject Access Request (SAR) allows you to request copies of the personal data we hold about you. Under data protection law, you have the right to know what information we hold, why we have it, and how we use it.

You can make a SAR to understand:

• What personal data we have collected about you.
• How your data is being used.
• Who your data might be shared with.

We are committed to handling all SARs transparently and responsibly, in line with data protection regulations.

To submit a SAR, the best approach is to put your request using one of the methods below. To ensure we can process your request promptly, you may wish to include a copy of your photo ID with your submission, as we are required to verify your identity before proceeding.

If you are looking for specific information, such as details about a particular matter or time period, please include these details in your request. This will help us locate the information you need more efficiently. Broad or unclear requests may require further clarification.

If someone is requesting information on your behalf, they must provide written confirmation of your authorisation and proof of ID for both you and themselves.

To make a SAR, you can either:

• Complete our online form.
• You can download a pdf version of the form which can be posted or emailed to us at the contact details below.
• You can contact us in writing by sending a letter to the postal address or email below.
• If you are unable to put a request in writing or electronically, you can make a request to the Data Protection team to document this on your behalf over the phone, by calling 0300 003 5454 and requesting a callback from the Data Protection team.

We recommend providing as much detail as possible to help us locate your data quickly. In your request, please include:

• Your full name and contact information.
• A description of the data you wish to access (if specific).

Contact information:

• Email: dataprotection@communityhousing.co.uk
• Postal Address: The Data Protection Officer, 3 Foley Grove, Foley Business Park, Kidderminster, Worcs DY11 7PT

Once we receive your request, we will acknowledge it and confirm your identity if necessary to protect your data privacy.

This validation requirement is in place for Personal and Information security purposes.

Validation information is stored for one year; only confirmation of identity is recorded, not the method. After a year, related emails or transmissions are archived and no copies are retained in our Data Protection Compliance Systems. Access is limited to the colleagues handling your Rights Request, the DPO, and Support staff for system administration, maintenance and security.

• Processing Time: We will respond to your SAR within one month of receiving it. In cases where the request is complex or involves large amounts of data, we may extend this timeframe by up to two months. If an extension is required, we will notify you.
• Accessing Your Data: You will receive a copy of the data we hold about you, as well as an explanation of why it was collected, how it is used, and any third parties it may be shared with.
• Format of Data: We will provide your data electronically unless you request a different format. We aim to make the process simple and accessible.

For further details on making a Subject Access Request or our data protection policies, please get in touch. We're here to support you with clear information about your data rights.

• Email: dataprotection@communityhousing.co.uk
• Phone: 0300 003 5454