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Data Protection Act 1998:

Standards and Best Practice Handbook for Government Departments

Annex D

Model Letter Seeking Further Information/Proof of Identity

(See section 5 on “Handling open-ended requests)

Data Protection Act 1998

Thank you for your letter of . I am replying on behalf of the [data protection co-ordinator] for [the department].

You will be aware that most government departments hold large amounts of data which are potentially covered by the Act. It would assist us in locating any personal data held on you in [the department] if you could give us some indication of the type of information which you believe we may be holding on you. It would be helpful if you could indicate whether you believe a particular part of [the department] is holding data on you, or whether your request is in relation to a specific incident, or correspondence on a particular matter.

I would be grateful if you could also provide us with proof of your identity. A photocopy of the relevant page of your passport and a recent utility bill would be acceptable. Please let me know if this causes any difficulties.

We require the above information under section 7(3) of the Data Protection Act which states that “Where a data controller (a) reasonably requires further information in order to satisfy himself as to the identity of the person making a request under this section and to locate the information which that person seeks, and (b) has informed him of that requirement, the data controller is not obliged to comply with the request unless he is supplied with that further information”.

[It is currently not the policy of the department to charge for complying with such requests [and I am therefore returning your cheque for £10]].

Data Protection Handbook [PDF, 710KB]

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