Access to information

Request and access information

Below are details on what types of information are available, and how to access them. 

You have the right to request access to information held by Nottingham City Council under the Data Protection Act 2018 (DPA), Freedom of Information Act (FOIA) and Environmental Information Regulations (EIR).

The DPA controls how your personal information is used by organisations, businesses or the government. The DPA is the UK's implementation of the General Data Protection Regulation (GDPR).

You are legally entitled to request access to any records held by Nottingham City Council about yourself. If you wish to request information held by Nottingham City Council about yourself, or a third party please click on the sections below marked DPA for further information on how to access this information.

Under the FOIA and the EIRs you have a right to request any recorded information held by Nottingham City Council that is not personal information about yourself. This is instead available under the DPA. If you wish to request generic information held by Nottingham City Council not about yourself, or a third party please click on the sections below marked FOI. for further information how to access this information.

What information you can request (FOI)

You can submit a request for any information you think we hold. Examples of previous requests for information submitted to us include:

  •  Numbers of parking tickets issued in specific areas
  •  Maintenance of Council-owned buildings
  •  Decisions about street markings or traffic light settings
  •  Details of suppliers of school dinners 
  •  Structure charts for council departments

Information about routinely published information can be found in a number of places:

How to make a request (FOI)

You can make a request using the following methods:

Online

Make an online request

 

Email

 foi@nottinghamcity.gov.uk

By Post

Freedom of Information Team
Information Compliance 
Nottingham City Council
2nd Floor Loxley House
Station Street
Nottingham
NG2 3NG

Your request must include:

  • Your Name
  • Either an email or postal address for correspondence (and a contact telephone number is also useful)
  • A description of the information required

Making a Verbal Request for Environmental Information

Under the Environmental Information Regulations (EIR) you can also make a request for information verbally. Phone the Council's Information Rights and Insight Team on 0115 876 4376 and an officer will transcribe your request and confirm it in writing to you. The EIR only applies to the environmental information held by public authorities.

 

Refusal and exemptions (FOI)

Request for Information Refused

There are a number of reasons where we may need to refuse an entire request:

  • It would cost too much to deal with the request
  • The requested information is already published
  • The request is difficult
  • The request repeats a previous request from the same person

In some cases, there will be a good reason why we will not be able to make public some or all of the information requested:

  •  If we do not hold the information
  •  If an exemption or exception applies (see the 'Exemptions' section below)

If any such criteria apply, we will write to you explaining why we cannot provide the information requested.

Exemptions

Nottingham City Council aims to be as open and transparent as possible, but there are some circumstances where we will exempt information from disclosure. This can only be done where there are clear legal grounds for doing so and our response to you will indicate that we have exempted information and the legal basis of that decision.

A full list of valid exemptions under the FOIA and EIR legislation can be found on the ICO website using the following links:

Feedback and useful links (FOI)

What You Can do if You Are not Satisfied with the Council's Response

If you are unhappy with the response to your request, you can request a review of the original response, referred to as an Internal Review.

Details of how to appeal will be provided with any response to your request.

To request an internal review you should write and state the reasons for your dissatisfaction to Information Rights and Insight Team Manager

Alternatively, you can contact us by email:

Email: foi@nottinghamcity.gov.uk

If you remain dissatisfied you can request an independent review of your case by contacting the Information Commissioner's Office (ICO).

Use the procedure on the following ICO page to report your concerns.

Or contact the ICO using the following methods:

Email: casework@ico.org.uk

Phone: 0303 123 1113 (local rate) or 01625 545745 if you prefer to use a national rate number.

Find out more about access to information

You can find further information about access to information from the following government websites:

Back to top

Useful Links

Make an FOI / EIR Request

CCTV access (DPA)

Can I access my CCTV footage?

You have the right to get a copy of the information that is held about you.

You can find further information via the following link: https://www.gov.uk/request-cctv-footage-of-yourself or by making contact with the CCTV Woodlands team on 0115 876 2275 (Monday to Friday 9am to 5pm) or via cctvmedia@nottinghamcity.gov.uk

Privacy Statement

Contact details for the CCTV Woodlands

Logistics and Operations Manager, Brian Bussey: 0115 876 3088

brian.bussey@nottinghamcity.gov.uk

Business Performance and Compliance Manager, Michele Thackray: 0115 876 2257

michele.thackray@nottinghamcity.gov.uk

Further Information and related documents can be obtained via the following links:

Requesting your information (DPA)

Requests for personal information should be sent to:

Email: information.compliance@nottinghamcity.gov.uk

By Post:

Data Protection Team,
Information Compliance,
Legal and Governance,
Strategy and Resources,
Nottingham City Council,
Loxley House,
Station Street,
Nottingham,
NG2 3NG

Please contact our office if you are unable to provide us with a written request so that we may assist you.

Telephone: 0115 876 3855

Before we can progress your request we need the following information from you:

  • Your full name (and any previous names you have been known by)
  • Your date of birth
  • Your address (email address and telephone number are also useful) 

To ensure we protect everyone right to privacy, we also require the following:

  • Proof of your identity
  • Proof of your address
  •  Proof of any previous names you have been known by (if applicable)
  •  Details regarding your early life (only if you are requesting your social care file from when you were ‘in care’)
  • Letter of verification by a person of standing (a professional body or a respected society member, such as a teacher or lawyer)

Before we can progress your request we need the information from you.

Please note that we are only able to accept original or countersigned copies of documentation you provide to us as evidence. We are unable to accept non-countersigned copies or photographs of documents.

Please provide the information as soon as possible as we need it in order to progress your case.

If we do not hear from you within 28 days we will assume you no longer wish to receive the information and your case will be automatically closed.

Providing evidence of your identity, address, and previous name (DPA)

When we have received your information, we will respond to your request as soon as possible,the latest within one month.

If our search brings up personal data not only about the you but also others, we will have to consider whether to supply the data, and if so, whether to do so on a limited basis.

Should your request involve us having to conduct an extensive search for your information, or look at a high volume of information, then we will extend the time for responding. At the latest, we will respond within three months of the request but will do our best to respond earlier. If we need to apply an extension, then we will write to let you know about this within one month of receiving the information that we need from you.

You will be provided your information via a secure email link or an encrypted CD. Please tell us if you need the information in a paper copy. All information on how to access your information will be supplied to you at the point of disclosure.

Providing Evidence of your Identity, Address, and Previous Name

To ensure we protect everyone’s right to privacy, all PIRs made to Nottingham City Council are required to be accompanied by two forms of identification documents. We need to be satisfied as to the identity of the person making the request, and that any information we send to an individual is being delivered to the correct and most recent address, or to the address of their choosing.

Proof of address must not be older than three months and can be a:

  • Bank, building society or credit card statement
  • Household utility bill
  • (Mobile) phone bill
  • Council tax bill

 

Documents proving identity should not have expired and display a photograph of the person’s face. We accept the following documents as valid proof of identity:

  • Passport
  • EU identity card
  • UK or EU driving licence

*Please note that a birth certificate is not valid proof of identity

 

If the person who the information is about has been known by any other names in the past, please provide proof of this in the form of official documentation such as a:

  • Marriage certificate
  • Adoption certificate
  • Deed poll certificate

 

If you are unable to provide us with valid proof of identity and address, we may be able to accept a letter of verification by someone of standing.

The letter of verification should be on letter-headed or office stamped paper or send from an official work email address.

The letter should state:

  • the requester’s full name,
  • date of birth,
  • address,
  • how long they have known you for,
  • what their relationship to you is,
  • their name,
  • their job title,
  • the name of the organisation they work for

Please note that any person who impersonates or attempts to impersonate another is committing a criminal offence

 

Posting or Showing Us Documentation in Person, and Countersigned Copies

Any photocopies of documents must be countersigned by someone of standing, certifying that the photocopy is a true copy of the original. The countersignature needs to be accompanied by the persons printed name, job title and official workplace stamp, a covering letter on official letter headed paper, or send from their work email account. Please further note that any person who impersonates or attempts to impersonate another is committing a criminal offence.

 

Should you not wish to send us original or copy documents through the post, we would be grateful if you would visit the Council offices, at the address at the top of this letter, so that a member of the Information Compliance Team can verify that they have seen this evidence.

When attending at the office please telephone us on the above number to advise us you are coming and to make an appointment for your visit between the hours of 10 a.m. and 4 p.m.

If you post us original documents then we will return these to you recorded delivery. Should you wish for you documents to be returned by secure delivery please enclose a prepaid special delivery self-addressed

Providing details regarding your early life

In order that we can provide you with as full a response as possible, it would be helpful if you could give as much detail as you can about the data subject’s early life. Areas of particular relevance to us include:

  • Knowledge of family members and friends including names, dates of birth, addresses etc
  • Details of any significant incidents in as much detail as possible
  • Previous addresses and details of carers and care homes

Please note that we only request this information so we can provide you with as much information as possible and you are not obliged to provide this information.

As long as you have provided us with a written request and proof of identity, address (and any previous names), we will still process your request as usual.

Requesting someone else's information (DPA)

If you are requesting a child's information 

Before we can progress your request we need the following information from you:

  • A clear description of what information you are requesting
  • Your full name
  • Your address (an email address and telephone number are useful)
  • Your child’s full name (and any previous names they have been known by)
  • Your child’s date of birth
  • Whether your child was adopted

To ensure we protect everyone right to privacy, we also require the following:

  • Proof of your identity
  • Proof of your address
  • Proof of your parental responsibility (only if your child is aged 11 or younger)
  • Your child’s signed written consent giving your permission to access their information (only if your child is aged 12 or older)
  • Your confirmation that there are no court orders prohibiting you from having (in)direct contact with your child
  • Proof of any previous names your child has been known by (if applicable)
  • Letter of verification by a person of standing (only applicable if you are unable to provide us with valid proofs of your identity/address)

If your child is over the age of 12 and has provided their consent for you to access their information, we may contact your child, or a professional person involved in their life, to independently verify that they have indeed given their informed consent.

Providing evidence of parental responsibility or child's consent

If you are requesting your child’s information, we need your written confirmation that there are no court orders prohibiting you from having direct or indirect contact with your child.

If your child is aged 11 or younger then we need to be satisfied that you have parental responsibility for your son or daughter and that you are acting on their behalf in making this request. For this reason, please supply one of the following:

  • Your child’s birth certificate on which you are named as the parent
  • Child Tax Credit or Child Benefit documentation addressed to you
  • Court documentation naming you as the parent
  • Adoption certificate naming you as the parent (if applicable)
  • Any other relevant documentation confirming that you have parental responsibility

If your child is between the ages of 12 and 18, we need to be satisfied that you are acting on behalf of your child. Please therefore ask your son or daughter to provide a signed written statement giving you permission to receive the information about them.  If your child is unable to give consent, please provide the reasons for this. 

Before we can progress your request we need the information as outlined above from you.

Original or countersigned documentation

Please note that we are only able to accept original or countersigned copies of documentation you provide to us as evidence. We are unable to accept non-countersigned copies or photographs of documents.

Please provide the information as soon as possible as we need it in order to progress your case. If we do not hear from you within 28 days we will assume you no longer wish to receive the information and your case will be automatically closed.

Posting or showing us documentation in person, and countersigned copies

Any photocopies of documents must be countersigned by someone of standing certifying that the photocopy is a true copy of the original.

The countersignature needs to be accompanied by the persons printed name, job title and official workplace stamp, a covering letter on official letter headed paper, or send from their work email account. Please further note that any person who impersonates or attempts to impersonate another is committing a criminal offence.

Should you not wish to send us original or copy documents through the post, we would be grateful if you would visit the Council offices, at the address at the top of this letter, so that a member of the Information Compliance Team can verify that they have seen this evidence.

When attending at the office please firstly telephone us on the above number to advise us you are coming and to make an appointment for your visit between the hours of 10 a.m. and 4 p.m.

If you post us original documents then we will return these to you recorded delivery. Should you wish for you documents to be returned by secure delivery please enclose a prepaid special delivery self-addressed envelope.

The PIR Process

Once we receive your information we will respond to your request as soon as possible, at the latest within one month. Where our search brings up personal data not only about the person who the information is about but also others, we will have to consider whether to supply the data, and if so, whether to do so on a limited basis.

Should your request involve us having to conduct an extensive search for your information, or look extensively at a high volume information, then we will extend the time for responding. At the latest, we will respond within three months of the request but will do our best to respond earlier. If we need to apply an extension, then we will write to let you know about this within one month of receiving the information that we need from you.

You will be provided your information in an electronic format via a secure email link or an encrypted CD. Please tell us if you need the information in a paper copy. All information on how to access your information will be supplied to you at the point of disclosure.

If you are requesting an adults information

Before we can progress your request we need the following information from you:

  • A clear and specific description of what information you are requesting
  • Your full name
  • Your address (an email address and telephone number are useful)
  • Name of the data subject* (and any previous names they have been known by)
  • The data subject’s date of birth
  • Your relationship to the data subject

* The data subject is quite literally the subject of the data, e.g. the person whose personal information you are requesting.

To ensure we protect everyone right to privacy, we also require the following:

  • Proof of your identity
  • Proof of your address
  • Proof of any previous names the data subject has been known by (if applicable)
  • The data subject’s signed written consent giving your permission to access their information, or the reason why the data subject is unable to provide their written consent
  • Lasting Power of Attorney (only if you are the appointee for the data subject)
  • Any relevant Court Order or legal documentation (only if you have the right to legally act on behalf of the data subject)
  • Letter of verification by a person of standing (only applicable if you are unable to provide us with valid proofs of your identity/address)

If the adult has provided their consent for you to access their information, we may contact them, or a professional person involved in their life, to independently verify that they have indeed given their informed consent.

Evidence of power of attorney of subjects consent

If you are requesting an adult data subject’s information, we need to be satisfied that you are acting on behalf of the individual. Please therefore ask the data subject to provide a signed written statement giving you permission to receive the information about them. If they are unable to give consent, please provide the reasons for this.

If the data subject is unable to consent, we would ask that you provide us with any relevant documentation that shows that you are legally entitled to act on behalf of the data subject, for example: Ligation Friend, Power of Attorney, Court Order documentation, etc.

Form of authority and proof of identity 

To ensure we protect everyone’s right to privacy we need to be satisfied that you are acting on behalf of the data subject.  Please therefore ask them to provide a form of authority giving you permission to receive the information about them. If they are unable to give consent, please provide the reasons for this.

In addition, we would ask that you verify that you have confirmed the identity of your client by providing us with an original or countersigned copy of your client’s proof of identity and, if applicable, any documentation regarding their change of name.

Please also include any relevant documentation if your client is legally acting on behalf of the data subject, for example Ligation Friend, Power of Attorney, Court Order documentation, etc.

Documents proving your client’s identity should not have expired, and display a photograph of their face. Please refer to the section entitled “Providing Evidence of your Identity, Address, and Previous Name” for details on which documents we accept as valid proof of your client’s identity.

Before we can progress your request we need the information as outlined above from you, 

Client's information 

If you are a professional requesting a client’s information please contact the data protection team

Email: information.compliance@nottinghamcity.gov.uk

Telephone: 0115 876 3855

Address:
Data Protection Team,
Information Compliance,
Legal and Governance,
Strategy and Resources,
Nottingham City Council,
Loxley House,
Station Street,
Nottingham,
NG2 3NG

Where to send your request under the DPA

You can make a Personal Information Request (PIR). A PIR needs to be made in writing and can either be handwritten or typed. Please contact our office if you are unable to provide us with a written request so that we may assist you.

Email: information.compliance@nottinghamcity.gov.uk

Telephone: 0115 876 3855

Address:
Data Protection Team,
Information Compliance,
Legal and Governance,
Strategy and Resources,
Nottingham City Council,
Loxley House,
Station Street,
Nottingham,
NG2 3NG

Information related to a deceased person.

Please note information about deceased individuals is not covered by any right of access under the General Data Protection Regulations (GDPR) or the Data Protection Act (DPA) 2018 as personal data as defined in section 1(1) of that Act only relates to living individuals.

Unless any other statutory basis for accessing the information can be provided by the requester, the council can only consider requests such as these under the Freedom of Information 2000 Act (the FOI Act) by default.

The FOI Act gives any individual the right to request any type of information from us as a public authority without specifying their intended purpose or intention for receiving the information. This could make information about deceased individuals very vulnerable as potentially it could be released to anyone who asks for it, as under the Act we are not usually able to take the identity or motive of the requester into account.

However, given that we would not wish to breach the confidence of anyone who may or may not have been in the care of or interacting with the council whilst they were alive by giving out information about them to anyone, our default position would often be to refuse such requests under section 41 of the FOI Act. In addition the council also believe providing this information would be a breach of article 8 of the Human Rights Act.

Requests for deceased persons information should be sent in writing to:

Email: foi@nottinghamcity.gov.uk

By Post:

Freedom of Information Team
Information Compliance
Nottingham City Council
2nd Floor Loxley House
Station Street
Nottingham
NG2 3NG

Evidence required to challenge  breach of confidentiality from the deceased estates

The council would only search for and release any information we hold about deceased individuals in very limited circumstances. In order to protect the Council from any future breach of confidentiality claim from the deceased’s estate, we require further evidence of the relationship between the requester and the deceased. Further information about why we take this approach can be found in the Information Commissioner’s Office (ICO) guidance note entitled ‘Information about the deceased’ that can be found on their website at:

https://ico.org.uk/media/1202/information-about-the-deceased-foi-eir.pdf

Therefore, so that we can assess and process your request further, please could we ask that you submit any evidence showing that:

  • You are the deceased person’s ‘personal representative’ (also known as the executor or administrator of their estate); or
  • You held a Health & Welfare Lasting Power of Attorney for the deceased person when they were alive (if you are requesting care-related information); or
  • You held a Financial Affairs Lasting Power of Attorney for the deceased person when they were alive (if you are requesting financial-related information); or
  • You held a Personal Welfare Deputy for the deceased person when they were alive, providing the request does not go against any decision made by an attorney acting under a Lasting Power of Attorney; or
  • You can provide proof that you have a claim arising from the deceased individual’s death

If any of the above cannot be provided, please provide any other evidence that:

  • the information requested is already known to be in the public domain, or
  • supports the assumption that the deceased individual would have given their consent to the release of their personal information to you if they were still alive

Original Documents

When processing deceased persons requests the Freedom of Information Team are only able to accept original or countersigned copies of documentation provided to us as evidence, in order to ensure the council only discloses information to those entitled to it.

If you would visit the council offices at Loxley House, so that a member of the Freedom of Information Team can verify that they have seen this original evidence, please telephone us on 0115 876 4376 to make an appointment for your visit between the hours of 10 a.m. and 4 p.m.

If you post us original documents then we will return these to you recorded delivery. Should you wish for you documents to be returned by secure delivery, please enclose a prepaid special delivery self-addressed envelope.

Countersigned Documents

Please note that we are only able to accept original or countersigned copies of documentation you provide to us as evidence. We are unable to accept non-countersigned copies or photographs of documents.

Please provide the information as soon as possible as we need it in order to progress your case. If we do not hear from you within 28 days we will assume you no longer wish to receive the information and your case will be automatically closed.

Multiple Executor Consent

If you are named as joint executor on the deceased persons will, the council need to be satisfied that the other executor(s) are happy for you to request this information.

Please therefore provide a signed written statement from the other executor(s) giving you permission to receive the requested information, this must include their printed name, and contact details. The council may contact the executor(s) to verify that they have given their informed consent. If they are unable to give consent, please provide the reasons for this.

Please provide the information as soon as possible as we need it in order to progress your request. Please further note that any person who impersonates or attempts to impersonate another is committing a criminal offence.

If none of the above evidence can be provided, it is very likely that information related to deceased parties would be lawfully withheld from disclosure to under section 41 of the FOI Act, on the grounds that it would breach the confidentiality of the deceased parties to release the information.