Guidance

Request your data from the Single Competent Authority

Updated 20 October 2024

Information you can request

You have the right to access your personal information, known as a ‘Subject Access Request’ (SAR) or a ‘Right of Access Request’, under the Data Protection Act 2018.

You can use this service to request personal information held on the Home Office’s Single Competent Authority (SCA) systems for yourself or someone else who has given you permission to act on their behalf.

To provide you with the best service, we need you to be as clear as possible about the information you require.

Request options

You or someone you have given permission can act on your behalf and request personal information held by the SCA. All requests are free of charge.

You will receive a response within 1 month, once we have all the supporting documents to process your request.

If we write to you for further information, 1 month begins when we receive all documents. You do not need to contact us to track your request if it is still within this timeframe.

Your request may take longer to process if we need additional information. We will contact you if we need more information.

In exceptional circumstances we may consider your request is complex, in which case the deadline can be extended. We will write to you separately explaining why.

Any data disclosed is the property of the data subject and should be retained by them for their records.

Your supporting documents must comply with the evidence guidance below.

How to make a request

To request personal information from the SCA, email [email protected]

You can make a request without using the SCA email address, but it may mean we have to ask you for more information, delaying the start of the 1 month processing time.

You can email [email protected]

You may also write to us at:

Request Unit (SARU)
2 Ruskin Square
Dingwall Road
Croydon
CR0 2WF

Supporting evidence

Protecting your information is important to us. For this reason, we need to be sure that the person requesting it has permission to do so.

We need the following evidence to confirm your identity:

• a copy of your photo identification, such as a passport
• a letter of authority, to give permission for your records to be sent to you or your representative
• proof of your relationship, if you are applying for a child under 12

You should have this evidence ready before you start your application.

Please send your evidence with your request for personal information. Your application will not be accepted until we receive these documents. It may be rejected if you do not send them within 1 month of making your application. 

Photo identification

We match your photograph against Home Office systems to ensure we send personal information to the right person. This helps us keep your personal information safe.

Photo identification can include a copy of your:

• passport
• driving licence
• biometric residence card
• national identity card
• travel document

If you do not have any of these, you will need to send a recent photograph.

Do not send original documents. We need a good quality, clear, colour photocopy.

We no longer require photo evidence to be certified.

Letter of authority

In cases where a signed form of authority is required, we advise supplying a document with the organisation logo and contact details visible on this. The form must note:

• client’s name (including aliases where applicable)
• client’s DOB
• client’s address

The form must clearly state the client consents to the organisation contacting the relevant Home Office competent authority on their behalf, and that they are happy for the organisation to be sent information including decision documents on their behalf.

It must be clear that the information shared between the organisation and the Home Office competent authority may be shared by post, telephone, email or fax. The client’s signature must be present.

In the case of minors, if the minor is not being assisted by the Local Authority, the person signing the form must give:

• their name
• date of birth
• their relationship to the minor

Only individuals with an accepted legal responsibility for the minor can sign consent on their behalf.

When the minor turns 18, we will require an updated form of authority showing their written authorisation for you to continue to represent them in their NRM matter.

As an adult the individual will also be expected to provide signed consent to remain in the NRM process.

To assist with temporary leave for Victims of Human Trafficking and Slavery matters, the firm must be legally accredited in this area of immigration law. Please confirm your compliance with this legal accreditation in the form of authority document.

The document must state what language the form has been explained to the individual in, that the individual has understood this. If an interpreter was used, note their reference number or details.

Please note, once we have received the signed form of authority and list you as representing the client on our systems, you will need to formally notify us if you cease representing the client.

Shared duties

Individuals referred into the NRM process are potentially vulnerable. There is a shared duty on all involved to make sure they take steps to verify the identity of any person they are speaking to in relation to a case and to make sure personal data is communicated and stored safely in line with data protection regulations.

Proof of your relationship

If you are applying on behalf of a child under 12

You must provide evidence of your relationship, so we are sure that you have the parental authority to do this.

This evidence can include:

• a birth certificate
• proof of parental responsibility
• if you are divorced or no longer residing with the child, proof that you continue to hold or share parental responsibility, for example: a shared Parental Responsibility Order, Care Order, Adoption Order, Residence Order, Special Guardianship Order or permission from the parent who has sole custody or parental responsibility

If you are applying on behalf of someone because you have the power of attorney or are a litigation friend

You must provide evidence of this.

We will not be able to process your request without the required evidence being submitted unless the information is required to establish or exercise a legal claim.

Family applications

You need to apply separately for each family member.

Contact and complaints

If you need help

If you would like more information or help requesting your personal information, contact us by email [email protected]  

You can also contact us by emailing [email protected] if you:

• have a query about making a subject access request
• have a query about a subject access request you have made or received

Making a complaint

You can contact the Office of the Data Protection Officer (ODPO). The ODPO investigates complaints in relation to suspected or identified breaches of subject rights under the Data Protection Act 2018. This includes subject access rights.

You should email [email protected] if you want to:

• complain about the processing of your personal data
• complain to the Home Office Data Protection Officer

You will need to provide:

• the date the original request was made
• information on how you made the request, for example online or by post

The ODPO is unable to provide updates about outstanding subject access requests.

Information Commissioner’s Office (ICO)

The ICO adjudicates on individual complaints. Individuals have a right under section 165 of the Data Protection Act to bring a complaint to the ICO.

However, the role of the ICO remains as a regulator, not an ombudsman. More often, the ICO use complaints to help build up a picture of a data controller’s general compliance which will then inform decisions as to whether we need to take more formal enforcement action.

Complain to the ICO.

Details of which personal information is held and processed by the Home Office.