Access to your records
The Data Protection Act 1998 entitles an individual to access the records about them held by Children's Services.
This is called a subject access request (SAR).
- Information you can see
You can see what Children’s Services staff have recorded about you unless the law allows this information to be withheld. Your request can include information that is held either electronically on databases or on paper records.
- Information you can't see
You will not be able to see information that has been provided by other people outside of Children's Services, for example, professionals and other individuals, unless they consent. We need to contact them in order to gain their consent.
You are not entitled to see information that is about other people, only yourself. Under the Data Protection Act there are some exemptions to seeing the information we hold. For more detail visit the Information Commissioners Office (ICO) website.
- Viewing records of children and others
All records belong to the individual regardless of their age. This means that anyone else wanting to view the records of children or others needs to provide proof that they are entitled to ask for this information. In the case of children this is parental responsibility. In the case of other individuals it should be express written consent or some form of formal document, for example, power of attorney.
In the cases of non-resident parents, we may also need to undertake further checks to ensure that releasing the information will not place anyone at risk. For children who are old enough to be aware of the SAR process, they should be involved in the application process and be asked for their consent.
If you want to know which school your child is attending there is a separate process for requesting this information. Complete the Child Enquiry Process (CEP) form ensuring that supporting documentation is also included when submitting.
- Accessing school records and adoption records
There are separate processes for requesting access to school records and adoption records.
If you want to make an application for school records you should approach the school directly as they are their own data controllers and are responsible for dealing with these types of requests.
If you were adopted and want to view your records contact the Hampshire adoption team. The SAR team are unable to deal with these requests.
- Further information and contacts
Childrens Services Subject Access Request Team
2nd Floor North
Phone 0300 555 1384
Children’s Services - Your Records - How records are held by Children’s Services
Information about the Hampshire Council (non Children's Services) Subject Access Request (SAR) process
- How to make an application
SARs need to be made in writing. The questions in our form help you to provide the necessary information. Provide as much detail as possible. This will help the team to validate your request.
This service carries a £10 fee and we will require a proof of identify for individuals.
The information will be provided to you in a suitable format for you to keep.
Under the Data Protection Act this information should be provided to you within 40 days of a validated request. This is not necessarily the date when you submit your request.