You have the right to ask Tyne and Wear Fire and Rescue Service (TWFRS) if we are using or storing your personal information. You can also ask us for copies of this information we hold on you.
This is called the right of access and is also known as making a Subject Access Request, a SAR or a DSAR.
Anyone can make a SAR. You don’t need a solicitor or a lawyer to do this for you.
Organisations usually have 30 days to respond to a SAR once it has been submitted.
What should I include in a Subject Access Request?
We suggest you include the following information in a SAR:
- A subject line or header that says “subject access request”
- The date you’re making the request
- Your name (and any other names where relevant, eg your name before you were married)
- your email address, home address and phone number. Previous addresses we may hold of yours
- what personal information you want (be specific about the information you’re asking for, and where relevant say what information, you don’t need)
- details or dates that will help the organisation find the information you want
- the reason you want the information (you don’t have to include this but it will help the organisation find what you need)
- how you would like to receive the information (eg electronically or printed and sent by post) and if you have any accessibility requirements (eg large fonts).
Can I ask for all the information the organisation holds about me?
Yes. You can ask for all the information TWFRS holds about you.
However, this doesn’t mean you will get all the information they have about you. TWFRS can sometimes refuse to provide you with all or some of the information.
You can’t ask for personal data which does not belong to you and so sometimes there will be redactions in what you receive due to this.
By not being specific enough it will mean you get a lot of information back that you may not need.
Sometimes, TWFRS may take longer to send the information to you. This could be due to the amount of data to gather for your request or circumstances which cause a delay. Whatever the reason TWRFS will keep you informed of the progress of your request and will always endeavour to get the data released within the 30 days.
How do I send my Subject Access Request?
The easiest ways to make a SAR include:
- Filling in our Subject Access Request Form
- You can also make requests by email: Information.Officer@twfire.gov.uk
- Or by post:
Information Governance
Tyne and Wear Fire and Rescue Service headquarters
Nissan Way
Washington
Sunderland
Tyne and Wear
SR5 3QY
If you do this, make sure to keep records of when you made your request and who you spoke to, where relevant.
Can I make a SAR for someone else?
Yes. You can make a SAR for someone else if you can prove you have the person’s permission to get the information for them.
When you submit a request for someone else, the organisation will ask for proof such as:
- written permission from the person; or
- a power of attorney document.
We don’t have to give you the information you ask for if we are not happy you have permission to receive it. We will ask to see if you have any other documentation backing your right to ask for a SAR
Provide proof identification (if asked)…
ID checks are sometimes needed to check you are the person asking for the information and to protect your personal information. When asked for ID, you should provide it. These can be a driving licence/passport, copies of utility bills.
Using Artificial Intelligence (AI) to Draft Subject Access Requests
Artificial Intelligence (AI) tools can be useful when preparing a Subject Access Request (SAR). They can help structure a request, suggest wording, and identify the types of personal data you may wish to access.
However, AI-generated content can also be inaccurate, overly broad, or include requests that go beyond what you actually need. This can make it more difficult to identify the information you are seeking and may result in delays while clarification is obtained.
If you use AI to help prepare a Subject Access Request or any follow-up correspondence, please review the final wording carefully and ensure it accurately reflects the personal data you wish to access.
Before submitting your request, please check that:
- You are only requesting personal data that relates to you.
AI tools can sometimes generate requests for information that falls outside the scope of a Subject Access Request. A SAR allows you to access your own personal data, not general information, explanations, opinions, or answers to questions. - The request accurately reflects the information you want.
AI-generated text can expand a simple request into a much broader one, including categories of information that you are not interested in receiving. Consider whether every part of the request is necessary. - The request is clear and specific where possible.
Providing relevant dates, locations, incidents, departments, or other identifying details can help us locate the information you require more efficiently and may reduce the need for clarification. - There are no factual or legal inaccuracies.
AI tools sometimes misstate data protection legislation, individuals’ rights, or organisations’ responsibilities. Please review the wording carefully and do not assume any legal references are correct simply because they were generated by AI. - You understand and agree with everything contained within the request.
AI tools may introduce assumptions, statements, or requests that were not provided by you. As the requester, you remain responsible for the content of the request. - The tone is appropriate and professional.
AI-generated correspondence can sometimes appear confrontational, demanding, or overly formal. Taking a moment to review the wording can help ensure effective communication.
Why this matters
We are seeing an increasing number of Subject Access Requests and follow-up enquiries that appear to have been drafted wholly or partly using generative AI tools.
While many are helpful and well-structured, some contain unnecessary complexity, inaccuracies, or requests for information that fall outside the scope of data protection legislation. This can result in additional clarification being required before the request can be processed, causing delays for both the requester and the organisation.
Reviewing AI-generated content before submitting it can help ensure that your request is clear, relevant, and capable of being processed as efficiently as possible.
Need Guidance?
You can find further information about Subject Access Requests and your rights under data protection legislation on the Information Commissioner’s Office (ICO) website:
https://ico.org.uk/for-the-public/your-right-to-get-your-data-copied/
This guidance is published by the Information Commissioner’s Office, the independent regulator responsible for upholding information rights and data protection law in the United Kingdom