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Subject Access

Subject Access is the process by which you can find out what information Staffordshire Police may hold about you. Subject Access is a provision under the Data Protection Act 1998, which gives individuals the right of access to personal information held about themselves.

Anyone can apply for Subject Access to use the information for their own purposes, but you shouldn't be required to provide the information as the basis for a condition of employment or a contract for goods or services, nor can you apply for Subject Access on behalf of someone else.

Computer 3 blueThe Data Protection Act also states that those who record and use personal information, such as the police service, must be open about how the information is used and they must follow the eight data protection principles of good practice, which are:

  • Processed fairly and lawfully
  • Secure
  • Processed for limited purposes
  • Adequate, relevant and not excessive
  • Accurate and up-to-date
  • Not kept longer than necessary
  • Processed in accordance with the data subject's rights
  • Not transferred to countries outside the European Economic Area without adequate protection

There are exemptions to this right of access. For example, if releasing information would prejudice a police operation or would identify other people, some information may be omitted from the disclosure.

Requesting Access to Information held by Staffordshire Police

If you wish to apply for personal information relating to you which may be held on Staffordshire Police information systems and paper records, in cases where you have been a victim, a witness, or an offender, to an incident reported to Staffordshire Police, you will need to complete the Subject Access Form [238KB] . Please state what information you require and provide enough details for us to be able to locate this information.

Subject access application forms are also available by contacting the Central Disclosure Unit (Subject Access) via e-mail: iat@staffordshire.pnn.police.uk


The is currently no fee for a subject access request.

Proof of Identity

Staffordshire Police need to be satisfied that the person applying for subject access is who they say they are. The applicant must provide at least two forms of identification which are sufficient to prove their name, date of birth, current address and signature.

If an applicant lives overseas and wishes their reply to be forwarded directly to a family member in the UK, they must put this in writing giving clear authority.

Submitting Subject Access Application Forms

Applications must be accompanied by the appropriate identification documents; photocopies of the identification documents are acceptable.

Completed Subject Access applications should be sent to:

Central Disclosure Unit (Subject Access)
Staffordshire Police
Staffordshire Police Headquarters
Weston Road
ST18 0YY

Reply Period

The Force has a legal obligation to reply to the applicant within 40 days of the receipt of their subject access application.

Employment or Visa Purposes

If you require a police check for travel or employment purposes then before making an application with Staffordshire Police you are advised to read the following pages:

Subject Access for Employment Purposes

Subject Access for Travel & Visa Purposes

Requesting Access to Information held on the Police National Computer (PNC)

This includes information relating to convictions, cautions / warnings and reprimands.

If you need a check to be made against your conviction history, including recordable convictions, police cautions/warnings, and reprimands, the processing of these applications is carried out by the Association of Chief Police Officers Criminal Records Office (ACRO) on our behalf. Please visit the ACRO Subject Access Request website or telephone +44 (0)2380 479 920.