As with any organisation, we need to keep records so that we have a clear understanding of what has happened and why.  By law, you have the right to see records we keep about you.

What do the records contain?

We keep information about our involvement with people who use our services. This information is kept in records which may be in writing or held on computer. If you have been in contact with us, have met a social worker or receive services from us, we will have some records about you and our work with you. The person you are dealing with, usually a Client Care Manager, will explain to you what information they will be recording and why we need this information.

Are my records confidential?

Keeping records is an important part of our everyday work. We take the responsibility very seriously and take extra care that information we receive in confidence is kept securely. There may be times when we have to share information with others for a variety of reasons. Under the Data Protection Act 2018 and General Data Protection Regulation, if we have to share information, we must take great care to make sure we only give out the information that is needed. When we share information we always have your interests in mind. Your Client Care Manager will explain to you what information we need to share and who we will share it with.

Can I see the records you hold about me?

By law, you have the right to see records we keep about you. The Data Protection Act 2018 gives people the right to look at the information relating to themselves that we keep on computer and in writing.  Under the Act, you can see the personal information about yourself the Organisation holds for its care provision.

How do I see my records?

You or your representative should complete the Subject Access Record (SAR) form below.

If there are specific things you want to find out from your records, it will help if you tell us about them when you write to us. This will allow us to give you access to the information you need more quickly.

Subject Access Request (SAR)

Data Protection legislation provides you, the data subject, with a right to receive a copy of the data/information we hold about you or to authorise so meone to act on your behalf.
  • Section 1 - The person whose data is being requested

    Please fill in the details of the person whose information is being requested (the data subject).
  • Drop files here or
    I am enclosing one of the following original documents as proof of identity: * Birth certificate * Passport * Driving Licence I am also enclosing one of the following original documents as proof of address: * Utility bill (dated in the last 2 months) * Bank statement (dated in the last 2 months) * Driving Licence
  • Please tell us what information you are requesting, together with any names or dates or contact details you may have – please provide as much information as you can, which will help direct our searches and enable us respond to your request as soon as possible. If your request relates to employment records or care records, please leave this part blank and complete one of the boxes below.
  • If you are now, or have been employed by Calon Lan and are seeking personal information in relation to your employment, please provide as much information as you can, which will help direct our searches and respond to your request as soon as possible
  • If you are requesting specific nformation, please provide as much information as you can (including any names or dates or contact details), which will help direct our searches and respond to your request as soon as possible.
  • Section 2 - Acting on behalf of someone else

    Please complete this section of the form with your details if you areacting on behalf of someone else (i.e. acting on behalf of the data subject). If you are NOT the data subject, but a representative appointed on their behalf, you will need to provide evidence of your identity as well as that of the data subject and proof of your right to act on their behalf.
  • Drop files here or
    I am enclosing one of the following original documents as proof of identity: * Birth certificate * Passport * Driving Licence I am also enclosing one of the following original documents as proof of address: * Utility bill (dated in the last 2 months) * Bank statement (dated in the last 2 months) * Driving Licence
  • I am enclosing the following documents as proof of legal authorisation to act on behalf of the data subject: * Letter of authority * Lasting or Enduring Power of Attorney * Evidence of parental responsibility
  • Data Subject Declaration

  • This field is for validation purposes and should be left unchanged.