The Alliance Data Protection Office currently has a backlog of over 300 requests and we are at present working on requests received 8 months ago.
Whilst this office is making all efforts to reduce this backlog there could be a significant delay in processing any new applications. The Information Commissioners Office is aware of this issue. This website entry is reviewed on a fortnightly basis to ensure the current position with the backlog is given.
If a request falls within the category of 'vetting', this goes to the Disclosure Barring Service (DBS) which is an agency set up by the Government to provide vetting checks for employment purposes. The DBS offers three levels of checks, 'enhanced', 'standard' and 'basic'. If your work involves working with vulnerable adults and/or children you should contact the DBS direct on their information line 0870 90 90 811 or at their website and NOT submit a subject access application form.
Please refer to the Association of Chief Police Officers Criminal Records Office website. However, it is your responsibility to confirm with the relevant Embassy, High Commission or requesting authority that a Police Certificate will be acceptable.
Please note that this Certificate is processed entirely by the ACPO Criminal Records Office (ACRO) and applications should not be returned to Dorset Police. All submissions and enquiries relating to this process should be directed to ACRO, who can be contacted as follows:
- Telephone: 0845 601 3999 (International callers: 0044 1962 871 111) during their office hours of 08:30 - 23:00 GMT, Monday - Friday.
- Email firstname.lastname@example.org
Subject Access provision
Subject Access is a provision under the General Data Protection Regulation (GDPR, 2018), which gives individuals the right of access to personal information held about themselves.
PLEASE NOTE: Dorset Police will only accept requests for locally-held information. Please follow the guidelines below if you require a copy of your police record held on The Police National Computer (PNC). If Dorset Police receives requests which should have gone to ACRO these will not be processed and all documentation will be returned to you in second class post. Dorset Police accept no liability for loss of post whilst in transit.
Requesting access to information held on the PNC – including information relating to convictions, cautions/warnings reprimands & penalty notices for disorder
You should use the ACRO SAR1 form if you need a check to be made against your conviction history.
This will include recordable convictions, police cautions / warnings, reprimands and penalty notices for disorder. This form must be printed and completed following the instructions contained on the form.
It must be sent direct to ACRO (SAR), PO Box 662, Fareham, PO14 9LQ.
The processing of these applications is carried out by the Association of Chief Police Officers Criminal Records Office (ACRO) 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 alternatively email email@example.com.
How to access your personal data held by Dorset Police
Use the Dorset Police SA1.1 form below to request a copy of your own personal data which may be held by Dorset Police, for example incident logs, custody records, crime reports.
How to apply for both
You should complete both an ACRO SAR1 and the Dorset Police SA1.1 form.
You are asked to send an identification document to both ACRO and Dorset Police with your applications. Suitable ID documents to provide are explained on the ACRO website and on the SA1.1 form for Dorset Police.
Whilst the form is not required it will assist the Alliance Data Protection Team in providing the personal data that you are entitled to.
Requests can be made verbally (by phone or in person to a police station) but proof of identification is still required. This may involve the Alliance Data Protection Team contacting you to request copies of identification documents. Applications do not begin until we are satisfied as to the applicant’s identity.
Subject to certain exemptions, you have a right to be told whether any information is held about you and a right to a copy of that information. This is known as a Subject Access Request. The Chief Officer of Police will only give that information if he is satisfied of your identity. He does not have to give you any information identifying someone else, unless that person agrees. If you think that information might be held about you which may identify another person, you may want to get that person's agreement to you being given such information and send it with your application. Information which relates to ongoing criminal proceedings will not be disclosed.
Chief Officer's Rights
The Chief Officer of Police may deny access to information where the Act allows, but the main exemptions in relation to information held on Police systems are where the information is held for the prevention or detection of crime and/or the apprehension or prosecution of offenders and giving you the information would be likely to prejudice any of those purposes. For more details please see: Dorset Police Exemptions
Completed SAR1 forms should be submitted direct to ACRO.
Completed SA1 forms should be sent to Devon and Cornwall Police, Data Protection Office, Force Headquarters, Middlemoor, Exeter, Devon, EX2 7HQ
If you have any queries regarding this form or your application, you can
- ring the Data Protection Office on 01392 226622
- or email firstname.lastname@example.org
The Data Protection Office will acknowledge receipt of your form and return your identification documents. Please note that the applicable time period for processing applications is one calendar month. If this length of time causes concern, please indicate this with your application. We endeavour to process applications as soon as possible.
Please be advised that Dorset Police will not be held responsible for any identity documents lost in the post
These notes are only a guide. The law is set out in the General Data Protection Regulation obtainable from https://gdpr-info.eu/.
Further information may also be obtained from the Office of the Information Commissioner.
This form is available in alternative formats, please contact 01392 226622 for more details.