Your Information

You are permitted to view data held about you by SBHA. You will need to put acan submit a request for this in writing, either by email or post, using the contact details here. You can also make a request verbally, or through a third party where a representation mandate is in place. We will acknowledge your request within 3 working days, and will provide a response within 1 calendar month. When making a request, it is helpful if you specify exactly what information that you are requesting to make sure that what you receive back is relevant to you, otherwise you will receive all of the information that SBHA holds on you.

There are several other points to note before submitting a request:

• We may seek to verify your identity before providing any information to you.
• Where your personal data comprises information relating to, or that could identify, other persons, it is likely that this information will be redacted., unless the other person provide consent for their personal data to be shared.
• Although requests are usually free of charge, repeat requests for identical information, or requests that are deemed to be manifestly unfounded or excessive, will be charged a fee based on the administrative cost of providing the information.

You can exercise your right to be forgotten at any time by submitting a written request to SBHA, either by email or post, using the contact details here. If your request is approved, SBHA would delete all data held on you, which could impact our ability to provide services to you. Each request received by SBHA will be considered on its own merit, and you will receive a response to your request in writing as soon as possible after your request is received.

You can help us keep our records up to date by informing us of any changes to your personal information. You can do this by getting in touch with us using the details provided here. We may need to confirm your identity before making certain changes to your information.

You are free to nominate another person to act on your behalf. Your representative will be permitted to access only the information you have designated when completing the representation mandate form, available here. For more information on this process, please contact us.

You can also submit a request for environmental information under the Environmental Information (Scotland) Regulations 2004. Requests for this information are charged as per below:

We do not charge for the time to determine whether we hold the environmental information requested or deciding whether the information can be released. Charges may be made for locating, retrieving and providing information to you (e.g. postage and photocopying).

If we decide to impose a charge, we will issue you with a charge notification and how it has been calculated. The information requested will be released to you on receipt of payment.

If you decide not to proceed with the request there will be no charge to you.

Charges are calculated based on the actual cost to SBHA of providing the information.

• Photocopying is charged at 10p per A4 sheet for black and white copying, 15p per A4 sheet for colour copying.
• Photocopying is charged at 20p per A3 sheet for black and white copying, 30p per A3 sheet for colour copying.
• Postage is charged at actual rate for Royal Mail First Class.
• Staff time is calculated at actual cost per staff member hourly salary rate to a maximum of £15 per person per hour. The first £100 worth of information will be provided without charge. Where information costs between £100 and £600 to provide, you will be asked to pay 10% of the cost. That is, if you were to ask for information that cost us £600 to provide, you would be asked to pay £50, calculated on the basis of a waiver for the first £100 and 10% of the remaining £500. Where it would cost more than £600 to provide the information to you, however, we will ask you to pay the full cost of providing the information, with no waiver for any portion of the cost.