Article 15 of the EU General Data Protection Regulation (Regulation (EU) 2016/679) (GDPR) grants you the right to access your personal data held by The Abbeyfield Society, including the right to obtain confirmation that we process your personal data, receive certain information about the processing of your personal data, and obtain a copy of the personal data we process.
I. Requests Made on a Data Subject's Behalf
Please complete this section of the form with your name and contact details if you are acting on the data subject's behalf.
We require proof of identify of the individuals requesting personal data on behald of a Data Subject. We accept a photocopy or a scanned image of one of the following as proof of your identity: passport or photo identification such as a driver's license, national identification number card, or birth or adoption certificate. If you do not have any of these forms of identification available, please contact firstname.lastname@example.org for advice on other acceptable forms of identification. If you are a professional advisor, we may be able to independently verify your identity. We may request additional information from you to help confirm your identity if necessary. We also require proof of the data subject's identity before we can respond to the request.
To help us establish the data subject's identity, you must provide identification that clearly shows the data subject's name, date of birth, and current address in section 1. We accept a photocopy or a scanned image of one of the following as proof of identity: passport or photo identification such as a driver's license, national identification number card, or birth or adoption certificate. If the data subject has changed his or her name, please provide the relevant documents evidencing the change. We accept a copy of the following as proof of your legal authority to act on the data subject's behalf: a written consent signed by the data subject, a certified copy of a Power of Attorney, or evidence of parental responsibility. We may request additional information from you to help confirm the data subject's identity. We reserve the right to refuse to act on your request if we are unable to identify the data subject or verify your legal authority to act on the data subject's behalf.
II. Information Requested
To help us process your request quickly and efficiently, please provide as much detail as possible about the personal data you are requesting access to. Please include time frames, dates, names, types of documents, file numbers, or any other information to help us locate your personal data. For example, you may specify that you are seeking:
- Employment records or personnel records between specific dates.
- Personal data held by one of Abbeyfield’s homes.
- Medical records.
- E-mail or other electronic communications (specify the approximate dates and times).
- Invoicing information.
- Video footage.
- Correspondence between yourself and an Abbeyfield employee between specific dates.
We will contact you for additional information if the scope of your request is unclear or does not provide sufficient information for us to conduct a search (for example, if you request "all information about me"). We will begin processing your access request as soon as we have verified your identity and have all of the information we need to locate your personal data.
In response to your request, we will provide you with the information required by Article 15 of the GDPR, including information on:
- The purposes of processing.
- Categories of personal data processed.
- Recipients or categories of recipients who receive personal data from us.
- How long we store the personal data, or the criteria we use to determine retention periods.
- Information on the personal data's source if we do not collect it directly from you.
- Whether we use automated decision-making, including profiling, the auto-decision logic used, and the consequences of this processing.
Your right to:
- request correction or erasure of your personal data;
- restrict or object to certain types of processing with respect to your personal data; and
- make a complaint with the local data protection authority.
If the information you request reveals personal data about a third party, we will either seek that individual's consent before responding to your request, or we will redact third parties' personal data before responding. If we are unable to provide you with access to your personal data because disclosure would violate the rights and freedoms of third parties, we will notify you of this decision. Applicable law may allow or require us to refuse to provide you with access to some or all of the personal data that we hold about you, or we may have destroyed, erased, or made your personal data anonymous in accordance with our record retention obligations and practices. If we cannot provide you with access to your personal data, we will inform you of the reasons why, subject to any legal or regulatory restrictions.
III. Authorised Person Signature
I, confirm that I am authorised to act on behalf of the data subject. I understand that The Abbeyfield Society must confirm my identity and my legal authority to act on the data subject's behalf, and may need to request additional verifying information.
If you would like to receive a copy of the personal data you are requesting access to, please indicate below whether you would like a hard copy or an electronic copy: