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​The Data Protection Policy (26KB) adopted by the City Corporation covers its obligations under the 1998 Data Protection Act. Please note that the ‘Nominated Person’ - ie the Data Protection Officer - mentioned in the Policy Statement is now the Information Officer based in the Comptroller and City Solicitor’s Department.

Internal Policies

Legal notices

Find out more about the our legal notices, which include coverage of Data Protection policy.

Marketing

The Privacy and Electronic Communications (EC Directive) Regulations 2003 have an impact on the work of the City of London because of the wide definition of ‘Direct Marketing’ decided by the Information Commissioner, and also because the City of London operates websites and contacts people by email.

In complying with the legal requirements we will ensure that:

  • the proposed recipients of our eMarketing information have given their prior consent to receive the information
  • even after prior consent has been given, that the recipients of our eMarketing information are provided with the option to opt-out of further receipt of marketing information at any time
  • the personal data which we collect relating to the recipients of our eMarketing information is processed in accordance with the Data Protection Act, and in particular that: no more personal data is collected than is required, and that regular surveys are conducted to ensure that the personal data is accurate and kept up to date
  • any recipient of our eMarketing information is issued with a ‘Fair Processing Notice’ explaining what the City of London does with the information.

As the City of London’s eMarketing is directed at both individuals and corporate subscribers, and their employees, a policy decision has been taken to apply the same principles to both sorts of subscribers on the basis of simplicity, consistency and efficiency, even though the law does not require prior consent from corporate subscribers with regard to marketing by email.

Contact us

If you have concerns about direct marketing contact:

Information Officer
Comptroller and City Solicitor’s Department
City of London
PO Box 270 Guildhall
London EC2P 2EJ
020 7332 1209
information.officer@cityoflondon.gov.uk

More information about...

How to make enquiries under the Data Protection Act, (the scope of this Act covers all our functions) and learn about the Data Protection Notification for the City of London Corporation.

Data Protection Act 1998

​Your rights

Under the Data Protection Act you have a right to request to see personal information which may hold about you.

In making a request, you do not need to say why you would like to see the information. However, we are allowed to ask that you

  • make your request in writing
  • state your name
  • provide an address for correspondence (this can be an email address)
  • describe the data about yourself which you would like to see
  • provide proofs as to your identity

Being precise in your request will assist us in providing the personal data you are seeking.

Fees

We charge a £10 fee for each request. For more details see the Data Protection Fees Guidance (60kb)

Proofs of identity

  • We need to see two documents which prove your identity.
  • These can be a passport, a driving licence or a recent utility bill (not a mobile phone bill).
  • You may provide the documents in person or by post. If sending original documents by post, you should use a recorded delivery service and make similar arrangements at your own cost for their return.
  • Alternatively you can send photocopies certified by someone over 18 who is neither a relative nor someone making the request on your behalf. Certification should confirm that the copy is ‘a true copy’, and give the certifying person’s name, address and telephone number.
  • If applying on someone else’s behalf, you must also provide evidence of your authority to make the application and of your own identity.

Response time

Once we have received fee and proofs of identity, we are legally required to respond to your request within 40 calendar days.

Exemptions

In some cases, where an exemption or other constraint within the Data Protection Act applies, we may be unable to provide you with the information requested.

Further information

For more details about the Data Protection Act (including the exemptions and constraints within it), see the published guidance on the Information Commissioner's website. The Information Commissioner is appointed by the Crown and is the regulator responsible for ensuring that the Act is complied with.

Contact us

Information Officer
Comptroller and City Solicitor’s Department
City of London
PO Box 270 Guildhall
London EC2P 2EJ
020 7332 1209
information.officer@cityoflondon.gov.uk

You can apply using the DPA online enquiry form. However, if you wish to include an attachment please email us, or print a copy of the Subject Access (Personal Data) Request Form (74kb) and post it to us along with any supporting documentation.

Making a complaint

​If you wish to make a complaint about how we have handled your request for information, you can write to the

Complaints Officer
Town Clerk’s Department
City of London, PO Box 270
Guildhall
London EC2P 2EJ

or email us at complaints@cityoflondon.gov.uk.

If you are still dissatisfied, or you would prefer not to use our complaints procedure, you may complain to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
01625 545700
www.ico.org.uk

Data Protection Notification

The Data Protection Act 1998 came into force on 1 March 2000 and replaced the Data Protection Act 1984. It gives individuals (‘data subjects’) a general right of access to ‘personal data’ (personal information) about themselves held by ‘data controllers’ within the United Kingdom. It also lays down principles for the way personal data must be managed.

A ‘Data Controller’ is a person who determines the purposes of the processing of personal data, and the manner of the processing. The City of London is a data controller.

Data Controllers have to notify the Information Commissioner of the purposes for which they process personal data by electronic means, unless an exemption applies. Each ‘Notification’ is stored as a public register entry and an Internet version can be viewed on the Information Commissioner’s Public Register of Data Controllers.

The City of London’s entry can be accessed on the Register by typing in the City of London’s Registration Number Z5996206.

Please note that the Electoral Registration Officer, the Town Clerk, is subject to a separate notification. The Registration Number is Z9239467.

The following bodies, normally associated with the City of London, are legally data controllers in their own right and so are responsible for their own notifications


Notifications