Data Access Requests - Do's and Don'ts

Requesting Information - The Do's

  • All Subject Access Requests should be sent to the Data protection Officer using the Form available for download HERE. Using this form will mean that you request will be processed more efficiently.
  • Include your name, address and other contact details in your request.
  • If making this on behalf of somebody else, Clearly state who the data is about, why you are requesting it and how you are entitled to the information.
  • Be as specific as possible about the information you want rather than asking general questions. Try to include details such as dates and names whenever you can. It will also assist us in identifying the information if you explain the purpose behind your request.
  • Re-read your request to check for any wording which is unclear or open to interpretation.
  • Use straightforward, polite language; avoid basing your request or question on assumptions or opinions, or mixing requests with complaints or comments.
  • Specify whether you have any preferences as to how you would like to receive the information, for example if you would prefer a paper copy or to receive an email.
  • Give us an opportunity to address any previous requests you may have made before submitting new ones. it would also help if you refer to any other requests you have made before.
  • Stay focused on the line of enquiry you are pursuing. Don't let your attention start to drift onto issues of minor relevance.
  • Think about whether making a request is the best way of achieving what you want. If you have an underlying complaint then it may be better to use out Complaints Procedure HERE.
  • Aim to be flexible if we can't meet your full request on cost grounds we may ask you to narrow it down or charge you for the information, it much better to provide a streamlined version of the request which still covers information that's most importance to you.

Requesting Information - The Don'ts

  • Use offensive or threatening language.
  • Level unfounded accusations at Inspira or its employees.
  • Make personal attacks against employees.
  • Use the request to reopen grievances which have already been fully addressed by us.
  • Make assumptions about how we organise information or tell us how to search for the information you want.
  • Bury your request in amongst lengthy correspondence on other matters or underlying complaints
  • Send 'catch-all' requests for information (such as "please provide me with everything you hold about 'x'") when you aren't sure what specific documents to ask for. If in doubt, ask us for some advice and assistance in framing your request.
  • Submit frivolous or trivial requests: remember that processing any information request involves some cost to us.
  • Submit excessive numbers of requests or large volumes of information. Whether you are acting alone or in concert with others, this is a clear misuse of the Act and an abuse of your 'right to know'.
  • Make repeat requests unless circumstances, or the information itself, have changed to the extent that there are justifiable grounds to ask for the information again.