Form Subject Access Request PDF Details

In the digital age, the right to access personal data held by organizations plays a pivotal role in transparency and privacy rights. The Subject Access Request (SAR) form stands as a crucial tool in this context, particularly under the Data Protection Act 2018. This document facilitates individuals seeking information about themselves or, under certain conditions, about others who are unable to make the request themselves. The form requires detailed personal information, including national insurance numbers, service details for those affiliated with the military, and specifics such as dates of joining and leaving. It emphasizes the importance of verifying the identity of the requester and, if applicable, their authority to obtain data on another’s behalf, demanding explicit consent or a legal basis like a Power of Attorney. Moreover, the SAR form guides individuals through the process, listing necessary documents and where to send the completed request based on the branch of service. It underscores the requirement for consent or legal authorization when requesting data on behalf of someone else, ensuring that privacy rights are respected and upheld. Through this medium, individuals are empowered to maintain control over their personal data, making an informed request while understanding the modalities of disclosure and data management practices of the Ministry of Defence.

QuestionAnswer
Form NameForm Subject Access Request
Form Length4 pages
Fillable?No
Fillable fields0
Avg. time to fill out1 min
Other namesform subject access request download, mod subject access form, mod form 1694, form subject access request

Form Preview Example

National
Date of Birth:
Insurance Number:
Please provide your daytime telephone number or e-mail in case we need to contact you about your request:
Surname:
Surname while Serving (if different):
If you are seeking information on behalf of someone who is unable to act for themselves, you must explain your relationship with that person, what information you require and why it is required. Please note that information relating to someone else will not be disclosed without the data subject’s written consent or an appropriate Court Order or Power of Attorney. Accordingly I enclose:
The Data Subject’s written consent to disclosure of the information requested at Part 3:
A Court Order (e.g. Power of Attorney) permitting release of the information requested at Part 3:
Proof of identity for the Data Subject and proof of identity for myself (see Part 4 for details of what is acceptable identification)
My relationship to the data subject is:
(Please specify e.g. Doctor/Solicitor/Spouse/Civil Partner/Father/Mother/Brother/Sister etc)
Part 1 – Data Subject Personal Details
Service/Staff No:
Full Forename(s):
Rank/
Grade:
Title:
MoD Form 1694 – May 18

Official Sensitive Personal (When completed)

Data Protection Act 2018

Subject Access Request (SAR) Form

Please note, this form should only be used to request information about a living individual.

Please complete in BLACK in BLOCK CAPITAL LETTERS in the boxes.

• I am the Data Subject (The person the information is about):

• I am acting on behalf of the Data Subject:

OR

Complete Part 2, 3 and 4

Daytime Tel. No:

 

 

E-mail address:

 

 

 

 

 

 

 

 

 

 

 

Postal Address:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Postcode:

 

 

 

 

County:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MOD Service

Royal Navy:

Civilian:

Other:

Please provide details:

 

Army:

 

 

 

 

 

 

 

Royal Air Force:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Home Guard (HG):

 

Date(s) of

 

 

Date(s) of

 

 

County served in (HG

 

Joining:

 

 

Leaving:

 

 

 

 

 

 

 

 

 

only):

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Part 2 – Enquirer’s Details (if different from above).

If seeking information on behalf of someone else please also provide your full name. Please also provide the address that you want the information sent to plus your daytime telephone number in case we need to speak to you to discuss the request

Surname:

 

Full Forename(s):

 

 

Title:

 

 

 

 

 

 

 

 

 

Postal Address:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Postcode:

 

 

 

Country:

 

 

 

 

 

 

 

 

 

 

Daytime Tetl No:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Official Sensitive Personal (When completed)

Official Sensitive Personal (When completed)

Part 3 – Information Requested

State clearly the information you require, with dates where known e.g. my medical records while serving at HMS Centurion 1990-1993

Please provide as much information as possible to assist us in locating your data

MOD will use the information provided for the purpose of locating the information requested and it will kept securely for a minimum of 2 years in case of further enquiries from you. We recommend that you read the Personal Information Charter and the MOD’s Privacy Notice in full as they provide more detail on how we manage personal data.

Part 4 – Declaration

Verification of identity is required before your request can be processed. If you have changed your name since your service then proof of this name change will also be required in the form of marriage licence/deed poll certificate etc.

Please provide:

[1]a copy of your Photocard Driver’s Licence OR

[2]your current Passport showing photo and signature AND a copy of a recent domestic utility bill or official correspondence confirming current home address dated within the last three months.

I enclose as verification of identity a photocopy of my:

Driving Licence:

Passport:

Utility Bill:

Other:

I declare that, to the best of my knowledge, the information I have provided on this form is correct.

Signature:

Name in Capitals:

Date:

Official Sensitive Personal (When completed)

Official Sensitive Personal (When completed)

PART 5 – What to do Next

If you are the Data Subject and still serving in the Armed Forces, the request should be sent to the Data Protection Adviser at the Current Unit Admin Office or Unit Medical Centre.

If the Data Subject is discharged, or is one of the other categories of requestor, the request should be sent to one of the following addresses together with proof of identity (plus written consent and/or court order/Power of Attorney if you are acting on behalf of the data subject). Requests by email or other means (i.e. social media) are acceptable but must be accompanied by the relevant documentation.

If you served in the following:

Send your request to this address:

 

 

Royal Navy or Royal Marines:

RN Disclosure Cell, Mail Point 1.3, Navy Command Headquarters, Leach Building, Whale

 

Island, Portsmouth, Hampshire, PO2 8BY

 

NAVYSEC-DISCCELLMAILBOX@mod.gov.uk

 

 

Royal Navy Medical Records

RN Service Leavers, Institute of Naval Medicine, Crescent Road, Alverstoke, PO12 2DL

 

NavyINM-RNServiceLeavers@mod.gov.uk

 

 

Army or Home Guard:

Army Personnel Centre, Disclosures 2, Mail point 535, Kentigern House, 65 Brown Street,

 

Glasgow, G2 8EX

 

apc-sp-disclosures2@mod.uk

 

 

For Army Medical Records (for

Army Personnel Centre, Disclosures 3, Mail point 525, Kentigern House, 65 Brown Street,

discharged personnel only):

Glasgow, G2 8EX

 

apc-sp-disclosures3@mod.uk

 

 

RFA Seafarers:

RFA Pers Ops, Room 13, Mail Point G1, West Battery, Whale Island, Portsmouth, PO2

 

8DX

 

 

Royal Air Force:

RAF Disclosures, Room 15, Trenchard Hall, RAF Cranwell, Sleaford, Lincolnshire, NG34

 

8HB

 

air-cospers-disclosures@mod.gov.uk

 

 

DECA:

Data Protection Adviser, HRBP, DECA Sealand, Welsh Road, Deeside, Flintshire, CH5

 

2LS

 

 

Service Personnel /Veterans

Defence Business Services Mail and Scanning Hub, PO Box 38, Cheadle Hulme,

(AFPS, AFCS, WPS only):

Cheshire SK8 7NU

 

PeopleServices@dbs.mod.uk

 

 

MoD Civilians:

Defence Business Services Mail and Scanning Hub, PO Box 38, Cheadle Hulme,

 

Cheshire SK8 7NU

 

PeopleServices@dbs.mod.uk

 

 

DSTL:

DSTL SDPO, i-Sat B, G01, Bldg 5, DSTL, Porton Down, Salisbury, Wilts, SP4 0JQ

 

 

Hydrographic Office:

DPA Focal Point, UK Hydrographic Office, Admiralty Way, Taunton, Somerset, TA1 2DN

 

 

Ministry of Defence Police:

Data Protection Adviser, Bldg 1070, MDP Wethersfield, Braintree, Essex, CM7 4AZ

 

 

Defence Infrastructure

Data Protection Adviser, Chief Information Office, Defence Infrastructure Organisation

Organisation

Kingston Road, Sutton Coldfield, B75 7RL

 

DIOCIO-DPO@mod.gov.uk

Others e.g. if you are a member

MOD HQ SAR Coordinator, G.M. Main Building, Horse Guards Avenue, Whitehall, London

of the public

SW1A 2HB

If you believe you have been

Please complete the Special Subject Access Request form instead

subject to hazardous materials:

 

Part 6 – For MOD Use Only

Actioned By: (Name in Capitals)

Signature:

Date

 

SAR Reference No:

Received:

 

 

Date

 

Disposal Date:

 

Responded:

Official Sensitive Personal (When completed)

Official Sensitive Personal (When completed)

Part 7: Final Checklist

Have you included everything:

Data Subject’s personal details and details of the Data Subject’s service:

Data Subject’s Postal Address:

Your address (if different):

Have you completed Part 3 of the form:

Proof of Identity (Data Subject):

Proof of Identity (if you are acting on behalf of someone else):

Power of Attorney, Court Order or consent of Data Subject (if appropriate):

Proof of Change of Name (if appropriate):

Have you signed the form:

Official Sensitive Personal (When completed)

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When it comes to fields of this particular form, this is what you should know:

1. You'll want to fill out the mod subject access request correctly, therefore be attentive while filling in the sections containing all of these blanks:

mod form 1694 sar writing process outlined (part 1)

2. Right after performing this part, go to the subsequent part and fill in the necessary particulars in these fields - Postal Address, Postcode, County, MOD Service, Royal Navy, Civilian, Other, Please provide details, Army, Royal Air Force, Home Guard HG, County served in HG only, Dates of Joining, Dates of Leaving, and Part Enquirers Details if.

Completing segment 2 of mod form 1694 sar

It's easy to get it wrong when filling out your County, hence be sure to look again prior to deciding to send it in.

3. In this specific part, review State clearly the information you, and Please provide as much information. These will need to be filled out with highest accuracy.

mod form 1694 sar completion process described (step 3)

4. This part comes with these blanks to look at: a copy of your Photocard Drivers, I enclose as verification of, Driving Licence, Passport, Utility Bill, Other, I declare that to the best of my, Signature, Name in Capitals, Date, and Official Sensitive Personal When.

The way to fill out mod form 1694 sar part 4

5. To wrap up your document, the final area involves some additional blank fields. Completing Part For MOD Use Only, Actioned By Name in Capitals, Signature, Date Received, Date Responded, SAR Reference No, Disposal Date, and Official Sensitive Personal When will finalize everything and you will be done very quickly!

mod form 1694 sar conclusion process shown (part 5)

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