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Personal information request | Access your personal information records | Birmingham City Council
Access your personal information records

Personal information request

Under the UK General Data Protection Regulation (UK GDPR), you have the right to request a copy of personal data held about you by Birmingham City Council. This is known as a Subject Access Request (SAR).

To process your request, we must verify your identity and address. This helps protect your personal information and ensures it is only shared with the correct people.

To prove your identity, you must provide one of the following documents to confirm your identity:

  • valid passport
  • valid UK driving licence
  • birth certificate
  • national identity card
  • biometric residence permit

To prove where you live, you must also provide one of the following documents:

  • Council Tax bill dated within the last 12 months
  • utility bill dated within the last 3 months such gas, electricity or water
  • bank or building society statement dated within the last 3 months
  • tenancy agreement or rent statement
  • official letter from a government department or the NHS
  • driving licence (only if it shows your current address)

All documents must:

  • show your full name
  • show your current residential address
  • be clear and legible

Requests made on behalf of someone else

If you are acting on behalf of another individual, for example, a child, relative, or client, you must provide all 3 of the following:

  • your own proof of identity and address
  • proof of the identity and address of the person whose data you are requesting
  • evidence that you have authority to act on the person’s behalf, such as:
    • a signed letter of authority
    • a power of attorney
    • proof of parental responsibility, for example, a birth certificate or court order

We may contact you for further information if the documentation provided is incomplete or unclear.

Privacy notice

The personal data that you provide will be used to process your request for information and the legal basis for this processing is the Data Protection Act 2018 and General Data Protection Regulations 2016.

You must complete this form in order for the council to process your request and respond to you. If you do not provide this information as part of this form, the council will not be able to consider your request.

Your personal data will be shared with Birmingham City Council officers only. Any request for information which requires information from our contractors will be anonymised before it is passed to them.

Your personal data will be kept for 3 years after the calendar year the request was responded to.

You have the right to access your personal data and to complain if you think your data is being used incorrectly. You may also have other rights, such as to have your data corrected or erased.

For full details on your personal data rights, read our privacy statement. For further information, visit our Privacy section.

Page last updated: 29 September 2025

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