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Advice centre

Accessing Your Personal Information

FOI

Your right to information

The Data Protection Act provides the right for an individual to request a copy of personal information. This is known as subject access. The below provides advice and guidance if you are seeking access to information about your or your involvement with West Midlands Police.

Please note: West Midlands Police no longer process applications for criminal records, please see below paragraph relating to 'Your Police Record'.

Please click below if you want information about:

Contact Details

The Data Protection Unit
West Midlands Police
PO Box 52
Birmingham
West Midlands B4 6NQ
Email: dataprotection@west-midlands.pnn.police.uk

Your police record

Requesting access to information held on the Police National Computer (PNC) including information relating to convictions, cautions / warnings and reprimands.

The processing of these applications is carried out by the Association of Chief Police Officers Criminal Records Office (ACRO) on our behalf and all queries about how the process works, timescales for responses etc should be directed to ACRO on 0845 601 3999 (Mon - Fri 8:30 to 16:30). If calling from outside the UK dial +44 1962 871111 or email subjectaccess@acro.pnn.police.uk

Please note - West Midlands Police will only accept requests for information which may be held locally by West Midlands Police ie local information. Please follow the guidelines above if you require a copy of your police record. If we receive requests which should have gone to ACRO they will not be processed and all documentation will be returned to you in second class post. West Midlands Police accept no liability for loss of post in transit.

Personal Information held on police systems and paper records

Requesting access to information held by West Midlands Police

You can use form WA162 to request copies of personal information which may be held about you on West Midlands Police information systems and paper records. This will include information such as incident reports of calls made to West Midlands Police, crime reports, statements etc.

Do not use this form to request a check for a criminal conviction history - see above.

The form should be printed and completed following the instructions on the form. Please contact Data Protection on 101 for any advice.

Information for employment purposes

Requests for information for employment purposes

West Midlands Police does not provide disclosures for employment vetting services. If you require a disclosure for employment purposes, please contact Disclosure Scotland on: 0870 609 6006.

The current procedure whereby companies require individuals to exercise their rights under the Subject Access provisions of the Data Protection Act 1998, as a form of vetting, has been considered to be unlawful for many years and is against the spirit of the legislation. When Section 56 of the Act is implemented, it will become a criminal offence for the employer to ask individuals, as a condition of employment, to go through this process.

If you are going to work as a paid employee or as a volunteer for an organisation and your work will bring you into contact with children or vulnerable adults and have been asked to apply for Disclosure and Barring Service (DBS) check you must access the DBS website and follow their procedure.

Emigration, visas and residency

Requesting information for the purposes of emigration, visas or residency in Australia, Bahamas, Belgium, Canada, Chile, New Zealand, South Africa and the United States of America

Individuals requiring Police Certificates for the purposes of applications for emigration, visas or residency in Australia, Bahamas, Belgium, Canada, Chile, New Zealand, South Africa and the United States of America should download the application form for an ACPO Police Certificate from the ACRO website.

Please note this certificate is processed entirely by the ACPO Criminal Records Office (ACRO).

All submissions and enquiries relating to this process should be directed to ACRO, who can be contacted through the following routes:

Please do not return this application form to West Midlands Police

Disregarding Criminal Convictions

The Coalition Government made a commitment in 2010 to "change the law so that historical convictions for consensual gay sex with over­ 16s will be treated as 'spent' and will not show up on criminal records checks".

The Protection of Freedoms Act 2012, which received Royal Assent on 1st May 2012, establishes powers to meet that commitment.

Under provisions contained in Chapter 4 of Part 5 of the Protection of Freedoms Act (s.92-101), the Secretary of State for the Home Department ("Home Secretary") has new powers to disregard certain convictions upon written application by the individual.

In order for an eligible conviction to be disregarded it must appear to the Home Secretary that (a) all parties involved in the conduct constituting the offence consented to it and were aged 16 or over at the time the offence was committed, and (b) any such conduct now would not be an offence under section 71 of the Sexual Offences Act 2003.

The application handling process has been developed by the Home Office working in close partnership with data controllers (Association of Chief Police Officers (ACPO), HM Courts and Tribunals Service (HMCTS) and Ministry of Defence (MoD) and The National Archive (TNA). A dedicated Home Office Casework Team has been established to handle the application process.

The Home Office has set out basic information on its web site and more detailed guidance is attached to the application form that applicants will be required to submit.

Completed application forms should be submitted to the dedicated Home Office Casework Team:

Chapter 4 Applications
SPPU
4th Floor Fry Building
2 Marsham Street
London
SW1P 4DF

Or by e-mail to: chapter4applications@homeoffice.gsi.gov.uk

Application forms submitted to West Midlands Police will be returned and not re-directed.

Individuals requesting information to access legal aid

The Legal Aid, Sentencing, Punishment of Offenders Act  gained Royal Assent in May 2012, and contains the framework for the new legal aid scheme which will came into force on the 1 April 2013.

Individuals who require evidence of domestic violence and abuse in order to fund legal aid in private family law cases, must submit their request in writing.

Information required for civil proceedings

Requests for information required by solicitors for civil proceedings for which the police have no statutory duty to disclose must be made in writing to the Central Information Unit, West Midlands Police, PO Box 52 Birmingham, B4 6NQ or fax: 0121 626 5291.