Subject Access Request

There is the right of access to personal data (a Subject Access Request), where the individual is entitled:

1. To be told if a data controller is processing any information about that individual,

2. If that is the case, to be given a description of that information, why it is being kept and to whom it may be disclosed,

3. To have that information given to them as well as details about how that information was received, and

4. Where the processing is carried out automatically for the purpose of evaluating matters relevant to that person, to have the logic involved in the decision taking explained.

If you want to know what personal data Gas Safe Register is holding/processing about you, or information about a specific incident you can request this information by completing our Subject Access Request Form. The completion of this form is not compulsory but is designed to help you provide us with the information we need to deal with your request. Requests made in other formats will also be accepted.

Download and complete the form and then send it, with the appropriate identification documents, either to the postal address given in the guidance notes or by email to enquiries@gassaferegister.co.uk marked for the attention of the Risk and Compliance Manager.

Proof of identification is required when making a request to confirm that you are the data subject, this is the individual to whom the data refers. This is so that we do not disclose any data to someone who is not entitled to receive it.

If you are making a request on behalf of the data subject e.g. you are a solicitor acting on your client’s behalf, you will need to provide proof that you have your client’s consent to request and receive their personal data. This may be a signed form of authority from the individual.

When providing us with details of the information you are requesting, please ensure that you are as specific as possible and provide as much detail as possible.

Gas Safe Register has one calendar month in which to provide the data you have requested. This starts the day after Gas Safe Register receives all the information it needs to confirm your identity, or your right to request a third party’s data and we are satisfied that you meet the criteria for the disclosure of data under Data Protection Legislation.

It is important to note that it is not always possible to know what information is held about an individual when a search is made. There may be times when we hold personal data about an individual which we cannot disclose to you. This may be because it is not possible to disclose your personal data without disclosing a third party’s data and either the third party has refused to give consent for their data to be disclosed or the third party’s data is awarded a degree of confidentiality which means the data cannot be disclosed.

There are also other exemptions in the GDPR which mean that personal data can be withheld. You may also receive documents that may have data redacted (blacked out).

Contact us to clarify any queries about the information you have received or to point out any omissions in the data that you expected to receive. Our contact details are:

Risk and Compliance Manager
Gas Safe Register
PO Box 631
Darlington
DL1 9GD

Telephone

Consumers: 0800 408 5500

Engineers: 0800 408 5577

Email: Enquiries@gassaferegister.co.uk

If you remain dissatisfied with our response to your request, you may submit a complaint to the Information Commissioners Office (ICO). More advise on how to do this is available on ICO website www.ico.org.uk or by calling its helpline number 0303 123 1113.

An individual has the right to rectification of any inaccurate personal data concerning him or her, including the completion of incomplete personal data.

If you have any concerns about the accuracy of the personal information held by us you should put your concerns to us in writing at:

Risk and Compliance Manager
Gas Safe Register
PO Box 631
Darlington
DL1 9GD

You should be clear about exactly what information we hold that you believe is inaccurate and how Gas Safe Register should correct it, providing evidence of the inaccuracies where available.

Data Protection legislation only obliges organisations to keep information factually correct and cannot be used to alter or remove opinions unless those opinions themselves are based on inaccurate factual information.

An individual has the right to erasure of personal data supplied to a data controller in certain circumstances. The right to erasure does not apply to registration data collected for the regulatory purposes or data relating to complaints against businesses or engineers. There are limited circumstances where this would apply. Any requests for the erasure of data can be made verbally or in writing. Requests made in writing should be sent to the address below stating what you require deleting and the reason why.

Where a request is made verbally verification of the caller will be required. In all cases we will request that proof of identity is provided before we make any changes, especially where the request is made by persons other than the responsible person for a registered business or members of the public. The right to erasure does apply to any marketing communications. Where we agree to delete your data, this may result in the termination of our services.

Risk and Compliance Manager
Gas Safe Register
PO Box 631
Darlington
DL1 9GD

An individual has the right to restrict processing where the accuracy of the data is contested, where the processing is unlawful, where the personal data is no longer needed by the data controller or where the individual is contesting the grounds on which the processing is taking place. This is not an absolute right and only applies in certain circumstances. This is an alternative to requesting the erasure of their data.

The right to restriction of processing does not apply to registration data collected for the regulatory purposes or data relating to complaints against businesses or engineers. There are limited circumstances where this right would apply. Requests for the restriction of processing can be made verbally or in writing. All requests made in writing should be sent to the address below stating what data we should stop processing and why.

Where a request is made verbally verification of the caller will be required. In all cases we will request that proof of identity is provided before we make any changes, especially where the request is made by persons other than the responsible person for a registered business or members of the public.

Risk and Compliance Manager
Gas Safe Register
PO Box 631
Darlington
DL1 9GD

An individual has the right to data portability, that is, to receive the data they have provided to the data controller, in a machine-readable format, as well as to have that data transmitted to another controller. It allows them to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without affecting its usability.

The right only applies to information an individual has provided to a controller. Requests should be made in writing and sent to the address below, stating what data is to be transferred and to whom. In all cases we will request that proof of identity is provided before we transfer any data to a third party, especially where the request is made by persons other than the responsible person for a registered business or members of the public.

Risk and Compliance Manager
Gas Safe Register
PO Box 631
Darlington
DL1 9GD

An individual has the right to object to processing carried out on the grounds of public or legitimate interests, or where the processing relates to direct marketing or where the processing is in relation to automated decision-taking.

The individual can ask the data controller to ensure that no decision that could significantly affect the individual is based solely on processing by automatic means. An individual can make an objection verbally or in writing. Requests made in writing should be sent to the address below, stating what data you object to Gas Safe Register processing and the reason why. Where a request is made verbally verification of the caller will be required.

In all cases we will request that proof of identity is provided before we make any changes, especially where the request is made by persons other than the responsible person for a registered business or members of the public.

Risk and Compliance Manager
Gas Safe Register
PO Box 631
Darlington
DL1 9GD