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279 </div>
282 <h2>
282 Access to Records / Subject Access Requests
282 </h2>
284 </div>
287 <div id="scope_box">
288 <p>
288 See also
288 <a href="p_acc_adop_recs.html">
288 Access to Birth Records and Adoption Case Records Procedure
288 </a>
288 .
288 </p>
289 <h3>
289 RELATED GUIDANCE
289 </h3>
290 <p>
290 <a href="https://www.gov.uk/government/collections/data-protection-act-2018" target="_blank"
rel="noopener">
290 Data Protection Act 2018
290 </a>
290 </p>
291 <p>
291 <a
href="https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/in
dividual-rights/right-of-access/" target="_blank" rel="noopener">
291 General Data Protection Regulations – 'Right of Access by the Data Subject' (Information
Commissioners Office)
291 </a>
291 </p>
292 <p>
292 <a
href="https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/397649/CA1989_Tran
sitions_guidance.pdf" target="_blank" rel="noopener">
292 Children Act 1989 Guidance and Regulations - Volume 3: Planning Transition to Adulthood for Care
Leavers (revised January 2015)
292 </a>
292 </p>
293 <h3>
293 AMENDMENT
293 </h3>
294 <p>
294 This chapter was substantially amended, updated and re-titled in October 2018 to reflect the
General Data Protection Regulations (GDPR) and Data Protection Act 2018.
294 </p>
295 </div>
296 <div id="sections">
298 <h3 id="sections_list">
298 Contents
298 </h3>
299 <ol>
300 <li>
300 <a href="#rights_access">
300 Rights of Access by the Data Subject
300 </a>
300 </li>
301 <li>
301 <a href="#exception">
301 Exemptions to the Right of Access
301 </a>
301 </li>
302 <li>
302 <a href="#offering">
302 Offering an Informal Approach
302 </a>
302 </li>
303 <li>
303 <a href="#handling">
303 Handling Formal Requests for Access
303 </a>
303 </li>
304 <li>
304 <a href="#timescale">
304 Timescales
304 </a>
304 </li>
305 <li>
305 <a href="#app_children">
305 Applications by Children
305 </a>
305 </li>
306 <li>
306 <a href="#app_by_parent">
306 Applications by Parents / Those with Parental Responsibility
306 </a>
306 </li>
307 <li>
307 <a href="#app_care_leavers">
307 Applications by Care Leavers
307 </a>
307 </li>
308 <li>
308 <a href="#app_by_agent">
308 Applications by Agent
308 </a>
308 </li>
309 <li>
309 <a href="#app_behalf">
309 Application on Behalf of Deceased Persons
309 </a>
309 </li>
310 <li>
310 <a href="#correct_erasure">
310 Rectification or Deletion of Records
310 </a>
310 </li>
311 <li>
311 <a href="#ref_access">
311 Refusal of Access
311 </a>
311 </li>
312 <li>
312 <a href="#app_process">
312 Appeals Process
312 </a>
312 </li>
313 </ol>
314 <h3 id="rights_access">
314 1. Rights of Access by the Data Subject
314 </h3>
315 <p>
315 The rights of a data subject to access personal information and records held by Children's Social
Care Services are set out in Data Protection legislation (namely the EU General Data Protection
Regulations (GDPR) and Data Protection Act 2018). Under Data Protection legislation, those in
respect of whom personal information is held in any form have a right of access to the
information, unless any of the exemptions set out in
315 <a href="#exception">
315 Section 2, Exemptions to the Right of Access
315 </a>
315 apply.
315 </p>
316 <p>
316 The right of access applies to both paper/hard copy records and records held electronically. It is
important that electronic recording systems comply with the requirements for data subjects to
easily find their story in a logical narrative. The Freedom of Information Act 2000 gives access
to non personal information held by public authorities. Under the Act anybody may request
information in writing or via email from a public authority (which includes all local authorities)
and must receive a response within 20 working days. The Act confers two statutory rights on
applicants:
316 </p>
317 <ul>
318 <li>
318 To be informed in writing whether or not the public authority holds the information requested;
and if so;
318 </li>
319 <li>
319 To have that information communicated to him/her.
319 </li>
320 </ul>
321 <p>
321 The Act applies to all information whether recent or old. The Act sets out 23 exemptions from
rights of access to information. If the information is exempt, there is no right of access under
the Act. One of these exemptions relates to personal information which cannot form part of a
Freedom of Information request.
321 </p>
322 <h3 id="exception">
322 2. Exemptions to the Right of Access
322 </h3>
323 <p>
323 The Data Protection Act 2018 (Schedule 3) contains exemptions to the rights of access contained in
Article 15 of the GDPR for health, social work, education and child abuse data. The right of
access which is afforded to data subjects is restricted in the following circumstances:
323 </p>
324 <ol>
325 <li>
325 Where the right of access would prejudice carrying out social work because access to the
information would be likely to cause serious harm to the physical or mental health of the data
subject or some other individual;
325 </li>
326 <li>
326 Where the records contain child abuse data; there is an exemption from Article 15 if the
application of that provision would not be in the best interests of the data subject. (“Child
abuse data” is defined in the Act as personal data consisting of information as to whether the
data subject is or has been the subject of, or may be at risk of, child abuse. For this purpose,
“child abuse” includes physical injury (other than accidental injury) to, and physical and
emotional neglect, ill-treatment and sexual abuse of, an individual aged under 18);
326 </li>
327 <li>
327 Where the person is incapable of managing his or her affairs (for example where the person is a
child);
327 </li>
328 <li>
328 Where complying with the right of access would mean disclosing information was which given by
the data subject in the expectation that it would not be disclosed or is information which the
data subject expressly indicated should not be disclosed;
328 </li>
329 <li>
329 Where the data is processed by a court, consists of information supplied in a report or other
evidence given to the court in the course of proceedings, the data may be withheld by the court
in whole or in part from the data subject.
329 </li>
330 </ol>
331 <p>
331 Access can also be refused if:
331 </p>
332 <ul>
333 <li>
333 Disclosing information to the data subject would involve disclosing information relating to
third party who can be identified from the information. Unless (a) the other individual has
consented to the disclosure of the information to the data subject, or (b) it is reasonable to
disclose the information to the data subject without the consent of the other individual;
333 </li>
334 <li>
334 Where disclosure may prevent the detection or investigation of a crime or jeopardise public or
national security.
334 </li>
335 </ul>
336 <p>
336 Access requests can also be refused if they are 'manifestly unfounded or excessive' (for example
if an identical or similar request has been received from the same person and already been
complied with).
336 </p>
337 <p>
337 These exemptions do not justify the total withholding of information but only those records/parts
of records which are covered by the exemptions. The remainder of the case records should be made
available to the data subject.
337 </p>
338 <p>
338 The exemptions above do not apply where disclosure is required by a court order or is necessary
for the purpose of or in connection with any legal proceedings.
338 </p>
339 <p>
339 For the procedure in relation to access to Adoption Case Records - see
339 <a href="p_acc_adop_recs.html">
339 Access to Birth Records and Adoption Case Records Procedure
339 </a>
339 .
339 </p>
340 <h3 id="offering">
340 3. Offering an Informal Approach
340 </h3>
341 <p>
341 The practice of all staff when working with children and families should be to encourage routine
sharing of information, including providing copies of key documents on an ongoing basis (e.g.
minutes from Child Protection Conferences, notes from Core Group Meetings, copies of Care Plans
etc.).
341 </p>
342 <p>
342 If a person currently in receipt of services asks to see a particular document or wants to have
information about a particular aspect of their case records, their social worker should discuss
this with them to see whether the request can be dealt with informally by showing them the
relevant part of the file or providing a copy of relevant documents.
342 </p>
343 <h3 id="handling">
343 4. Handling Formal Requests for Access
343 </h3>
344 <p>
344 Those making a formal request for access to their records should be asked to put the request in
writing and the social worker/local authority case worker should assist them to do this as
necessary. The receipt of the written request should be recorded by the social worker/local
authority case worker, who must verify the identification of the person making the request.
344 </p>
345 <p>
345 If the person making the request is not currently known to the service they will be asked to
provide photographic evidence of their identity, such as a passport or driving licence before a
search of the records is made. Where the person making the request does not have a passport or
driving licence, consideration should be given to accepting other forms of identification.
345 </p>
346 <p>
346 Once the identity of the data subject has been confirmed, all case records held on the person
should be located and collected. All indexes and computer records should be checked, across all
departments within Children's Social Care Services.
346 </p>
347 <p>
347 The social worker / local authority case worker should then carefully check the case records to
ensure they are complete and that the information is provided in an intelligible and easily
accessible form, using clear and plain language. The whole file should also be checked to
ascertain whether any of the material comes within the exemptions to the rights of access and
would, therefore, need to be removed/redacted (see
347 <a href="#exception">
347 Section 2, Exemptions to the Right of Access
347 </a>
347 ).
347 </p>
348 <p>
348 There should be no disclosure of the identity of third parties or other sources of information,
and, any other information supplied by third parties should not usually be disclosed without the
third party's consent. When it is not possible to obtain consent, discretion may be used to
release information where there is no possibility of serious harm or it would be considered
reasonable to disclose the information without the consent of the other individual.
348 </p>
349 <p>
349 An appointment should be made at the earliest opportunity to share relevant information from the
case records with the person making the request. The data subject should be reminded too bring
appropriate proof of identity.
349 </p>
350 <p>
350 A social worker/local authority case worker should be available to explain the contents of the
file, to answer questions and to help the person understand the information recorded.
350 </p>
351 <p>
351 Where the person making the request has specific needs in relation to language, literacy or
disability, arrangements must be made to present the information in a suitable format and to
involve approved interpreters as needed.
351 </p>
352 <p>
352 Offering interpretative and supportive counselling may be advisable in certain cases, as well as
using a number of interviews to disclose the information in stages.
352 </p>
353 <p>
353 The data subject should be provided with a copy of the data. A fee may be charged for any requests
for additional copies.
353 </p>
354 <h3 id="timescale">
354 5. Timescales
354 </h3>
355 <p>
355 Access must be given to disclosable information within 1 month of receiving the request (or 1
month from the point at which the identity of the data subject is confirmed or any relevant fees
are paid).
355 </p>
356 <p>
356 In certain circumstances, for example when responding to particularly complex or multiple
requests, the authority can take a further 2 months to provide data. If this is the case, the
person requesting the information must be informed of the delay within 1 month of their original
request and the reasons for the delay explained to them.
356 </p>
357 <h3 id="app_children">
357 6. Applications by Children
357 </h3>
358 <p>
358 Requests from children should be treated in the same way as requests from adults. In each case a
judgement should be made by the social worker/local authority case worker as to whether the child
making the request for access understands the nature of their request. Where appropriate, a
parent/carer should be asked to provide written confirmation that the child understands the nature
of the application.
358 </p>
359 <p>
359 Children with disabilities have the same rights as others to have access to information held about
them. No assumption should be made about their level of understanding. This should be assessed on
an individual basis as with all children.
359 </p>
360 <p>
360 A child of sufficient understanding should be allowed regular access to information held about
them, consistent with their best interests. Relevant assessments, plans and records should be
routinely shared with unless one of the exemptions set out above applies.
360 </p>
361 <p>
361 A child should be encouraged to contribute to their case record, including when there is
disagreement about an entry in the file.
361 </p>
362 <h3 id="app_by_parent">
362 7. Applications by Parents / Those with Parental Responsibility
362 </h3>
363 <p>
363 Even if a child is unable to understand the implications of a request, any data held about them is
still their personal data and does not belong to anyone else, including a parent. It is the child
who has the right of access to information held about them, even though, in the case of young
children their rights are likely to be exercised for them by people with parental responsibility.
363 </p>
364 <p>
364 Before responding to a request for access to information held about a child, it should be
considered whether the child is mature enough to understand their rights. If they are, they should
be responded to rather than the parent. If the social worker / local authority case worker is
unsure about whether a child is able to understand what it means to make a request and how to
interpret the information they receive as a result they should consider:
364 </p>
365 <ul>
366 <li>
366 The child's level of maturity and ability to make decisions like this;
366 </li>
367 <li>
367 The nature of the personal data;
367 </li>
368 <li>
368 Any court orders relating to parental responsibility that may apply;
368 </li>
369 <li>
369 Any consequences of allowing those with parental responsibility access to the child's
information. This is particularly important if there have been allegations of abuse;
369 </li>
370 <li>
370 Any detriment to the child if people with parental responsibility cannot access this
information;
370 </li>
371 <li>
371 Any views the child has on whether their parents should have access to information about them.
371 </li>
372 </ul>
373 <p>
373 An application by a parent or those with parental responsibility can be refused if it would mean
disclosing information which was provided by the child in the expectation that it would not be
disclosed, or if the child expressly indicated that it should not be disclosed.
373 </p>
374 <p>
374 Regardless of whether or not a child is capable of understanding the request or has consented to
the parent making the request, it is important that a parent should only be given access to the
information about the child if the worker in consultation with their manager is satisfied that the
request is made in the child's and not the parent's interests.
374 </p>
375 <h3 id="app_care_leavers">
375 8. Applications by Care Leavers
375 </h3>
376 <p>
376 For further information see
376 <a
href="https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/397649/CA1989_Tran
sitions_guidance.pdf" target="_blank" rel="noopener">
376 Children Act 1989 Guidance and Regulations - Volume 3: Planning Transition to Adulthood for Care
Leavers (revised January 2015)
376 </a>
376 .
376 </p>
377 <p>
377 When an application has been received from a care leaver, it is important that the request is
acknowledged promptly and in writing, or by using another appropriate forms of communication if
required. The process and timescales for dealing with such requests should be explained, as well
as any additional support services that the authority is able to provide.
377 </p>
378 <p>
378 An acknowledgement should be sent to the care leaver within 10 working days confirming that their
records exist. The acknowledgement should also indicate when they are likely to receive
information from the case records and clarify that:
378 </p>
379 <ul>
380 <li>
380 The local authority will attempt to locate all existing records relating to the care leaver,
including registers from children's homes. Legislation requires that a child's case record must
be kept until the 75th anniversary of the child's date of birth;
380 </li>
381 <li>
381 There is a statutory duty to respond to a subject access request within 1 month;
381 </li>
382 <li>
382 The care leaver will need to produce proof of their identity before the organisation can
disclose any personal information. However, if the person is already known to the service the
proof of formal ID is not required.
382 </li>
383 </ul>
384 <p>
384 If the records cannot be located, the care leaver should be informed as soon as possible about the
steps that will be taken to try to locate them. If records have been transferred to another local
authority, the care leaver should be provided with relevant contact details. If the authority
becomes aware that the case records do not exist, there should be no delay informing the care
leaver. When records have been destroyed or mislaid, the care leaver must be informed as soon as
possible and assistance given to help them locate other information and registers that may be
available, such as, health and education records.
384 </p>
385 <p>
385 It is important that the local authority case worker has telephone or direct contact with the care
leaver to introduce themselves and explain the process. This also provides an opportunity for the
care leaver to discuss what they are hoping to obtain from their records, how they would like
these to be shared and what they already know about their family and history. The local authority
case worker can also identify any support the care leaver would like to receive. The care leaver
should be assured that they will receive comprehensive information about their family background
and time in care including information already known to them. It is important to offer to
telephone the care leaver after they have received and read their records and to inform them that
the case worker remains available to answer any questions or discuss concerns they may have.
385 </p>
386 <p>
386 Local authorities should respond to requests from a direct descendant of a care leaver if
information about family history is being sought.
386 </p>
387 <h3 id="app_by_agent">
387 9. Applications by Agents
387 </h3>
388 <p>
388 A request for access to records may be made through an agent (for example, a solicitor).
388 </p>
389 <p>
389 It is the agent's responsibility to produce satisfactory evidence that they have authority to have
access to the records. This will always include proof of their identity.
389 </p>
390 <p>
390 The relevant Team Manager will decide whether the representative will be allowed access, having
sought Legal Advice if necessary.
390 </p>
391 <h3 id="app_behalf">
391 10. Application on Behalf of Deceased Persons
391 </h3>
392 <p>
392 Where a request is received for access to the records of someone who has died, the person making
the application should be asked to explain in writing their relationship to the deceased person,
what information is needed and why. The local authority case worker should make a decision in
consultation with their manager and advise the applicant in writing of the decision with reasons.
392 </p>
393 <h3 id="correct_erasure">
393 11. Rectification or Deletion of Records
393 </h3>
394 <p>
394 If a person considers that any part of the information held on their records is inaccurate, they
have (Under Articles 16 and 17 of the GDPR) the right to apply verbally or in writing for it to be
rectified or deleted.
394 </p>
395 <p>
395 Local authorities have 1 month to respond to any such requests.
395 </p>
396 <p>
396 If a request for rectification is received, the local authority should take reasonable steps to
establish that the data is accurate and to rectify the data if necessary.
396 </p>
397 <p>
397 What steps are reasonable will depend, in particular, on the nature of the personal data and what
it will be used for. The more important it is that the personal data is accurate, the greater the
effort a local authority should put into checking its accuracy and, if necessary, taking steps to
rectify it.
397 </p>
398 <p>
398 A local authority can refuse to comply with a request for rectification if the request is
manifestly unfounded or excessive, taking into account whether the request is repetitive in
nature.
398 </p>
399 <p>
399 If a local authority considers that a request is manifestly unfounded or excessive you can:
399 </p>
400 <ul>
401 <li>
401 Request a "reasonable fee" to deal with the request; or
401 </li>
402 <li>
402 Refuse to deal with the request.
402 </li>
403 </ul>
404 <h3 id="ref_access">
404 12. Refusal of Access
404 </h3>
405 <p>
405 If the social worker or local authority case worker considers there are reasons to refuse a
request for access to all or any part of the records (see
405 <a href="#exception">
405 Section 2, Exemptions to the Right of Access
405 </a>
405 ), this should be discussed with their manager and legal advice should be obtained if necessary.
405 </p>
406 <p>
406 The manager should be asked to make a final decision on refusal of access, having sought legal
advice if required. If refused, the date of the request and reason for refusal must be recorded in
the file.
406 </p>
407 <p>
407 The decision and the reasons for it should be confirmed in writing to the person requesting
access, or in a format appropriate to the needs of the person concerned.
407 </p>
408 <h3 id="app_process">
408 13. Appeals Process
408 </h3>
409 <p>
409 The data subject concerned has the right to apply to the court for an order to disclose, correct
or erase information held. They also have a right of appeal to the
409 <a
href="https://ico.org.uk/make-a-complaint/official-information-concerns-report/official-informatio
n-concern/" target="_blank" rel="noopener">
409 Information Commissioner
409 </a>
409 who may make an assessment about whether the law has been complied with an issue enforcement
proceedings to make the local authority comply with the request if necessary and/or recommend an
application to court alleging a failure to comply with data protection legislation.
409 </p>
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