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Requesting personal information

We have a legal requirement to ensure that all personal information is kept secure, accurate, up to date, and is only used for the purposes for which it was collected.

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Ask for information we hold about you

You may ask to see a copy of the information we hold about you. This is called a Subject Access Request. This could include your social care file if the council has ever looked after you or your tenancy file if you are a council tenant.

You have the right to access any personal information that the Council processes about you and to request information about:
  • ​What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source.
To access your information email

Or write to us at:
Information Governance
London Borough of Newham
Newham Dockside
4th Floor West
1000 Dockside Road
E16 2QU.

Proof of identification

You will need to send us copies of two official documents as proof of your name and address with your request.
You will need to provide a copy of one document from list A and one document from list B.

List A

  • driving licence
  • medical card
  • birth/ adoption certificate
  • passport.

List B

  • bank/building society statement
  • utility bill (gas, water, electric or telephone)
  • Council Tax bill
  • HM Revenue and Customs statement
  • Benefit Agency statement
  • solicitor’s letter
  • mortgage lender statement or letter
  • professional body membership card or letter
  • pay slip
  • letter of appointment from your employer.
You should delete any financial information you do not wish us to see. We only need to see the name and address portion of the document.
You should photocopy the documents and send the copies to us or drop them into our offices at:
Information Governance
London Borough of Newham
Newham Dockside
4th Floor West
1000 Dockside Road
E16 2QU.

Authorising someone else to ask for your information

You may authorise someone to make the request for you. This could be a parent, solicitor or another adult.
You must send us written authorisation for them to do this, along with a copy of their identity.
If you would like to make a request for someone else, because they are too young (under 12 years old ) or not mentally able, you may do so if you are a parent or another person who is legally able to act on their behalf.
You must give us proof of this by sending us a copy of a child's birth certificate or a copy of a letter confirming Power of Attorney.

Responding to your request

We will provide your information within 40 calendar days of receiving your request and your proof of identity.
We will send you copies of your data by special delivery (which has to be signed for) or you can arrange to collect it.
In some circumstances you may wish to view your file with a member of staff for support, for example, if you are viewing records relating to social services.

Exempt information

You may not be entitled to see all the information held on you. Under the Data Protection Act 1998, we may withhold some information from you. These are known as exemptions.
We will tell you if any information has been taken out of the copy provided to you and explain which exemption has been used.
Find out more about exemptions.

What you can do with the information

When you receive or view your information, you have the right to check it for accuracy. If you find that the information held is inaccurate, you should contact the relevant council department and ask them to change it.



If you are not happy with the way we have handled your request, you should contact us.
If you are not satisfied with our response you should contact the Information Commissioner's Office.
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Contact us

  • Information Governance
    London Borough of Newham
    Newham Dockside
    4th Floor West
    1000 Dockside Road
    E16 2QU

    020 8430 2000

    Email us