The Freedom of Information Act 2000 provides you with a right to request information held by the Council. If we have not already published the information which you require, you can make a Freedom of Information request.
Once you have made your request, we may contact you if we need to clarify what you would like. A response will be provided within 20 working days with the required information or a detailed explanation why we are unable to provide information to you as an exemption from disclosure applies.
We recommend reading the guidance on making a request, which is available on the Information Commissioner's Office website, before making a request. You can also make a Freedom of Information Act request by contacting the Freedom of Information team.
Freedom of Information Act 2000 guidance
We recommend reading the guidance on making a request, which is available on the Information Commissioner's Office website, before making a request.
Publication Scheme (Freedom of Information)
A wide range of this information is available at our libraries and reception points, and we also distribute information about our services to doctors' surgeries, advice centres and community centres.
We operate a Publication Scheme under the Freedom of Information Act 2000 (FOI). The FOI Act aims to promote openness and accountability amongst public authorities and to facilitate better public understanding of how public authorities carry out their duties, why they make the decisions they do and how they spend public money.
We are fully committed to making as much information as possible available to be open and transparent. We have adopted the definition document for principal local authorities approved by the Information Commissioner's Office (ICO) which commits us to make information available to the public as part of our normal business activities, such as:
- who we are and what we do
- what we spend and how we spend it
- what our priorities are and how we are doing
- how we make decisions
- our policies and procedures
- lists and registers
- services we provide
- election information
We are currently updating our Publication Scheme and this will be published in the near future.
Making a Subject Access request
If you are a member of the public wanting to request a copy of your own personal information, or someone acting on behalf of a member of the public, then you can make a Subject Access request. If you are hoping to obtain CCTV or body worn video footage you will need to see our section on requesting CCTV.
A Subject Access request needs to be made in writing; this can be made by filling out and returning one of our forms. You can also contact the Subject Access team to make a request, or drop into any First Point or Housing Office. There is a £10 fee per application, which you can pay online, and we require two forms of identification:
- one with your name and date of birth
- one with your name and current address (dated within the last 3 months)
If you are the personal representative acting on behalf of someone (i.e. your child, relative, friend), we will also need some additional identification to prove that you are entitled to act on their behalf.
Once we have received your request, fee and satisfactory identification, you should expect to receive a response to your request within 40 calendar days.
Requesting CCTV or body worn video footage
We hold city centre CCTV (closed-circuit television) footage for a period of 14 days, after which it is overwritten. If you would like to request copies of CCTV footage, please make sure you do so as soon as possible by carefully following the instructions below to prevent any delay with your application. There is a £10 fee for this application.
Before applying for CCTV footage, please see the website showing our CCTV camera locations to ensure that we have cameras in the area you are interested in.
Once you have established that we have cameras in the area, please provide some additional information in order to help us find the footage:
- date and time of incident (24 hour clock hh:mm)
- describe the incident (give as much information as possible about what happened)
- vehicle details (if applicable)
- the camera location/s (include the relevant camera number if possible)
Body Worn Video
If you were captured by Body Worn Video and would like to access a copy of the footage you are also able to make a request for this information using the guidance below. Please note footage will also only be retained for 14 days, unless the incident has led to a complaint or other action by the Council. At present only Civil Enforcement Officers within our Parking Services Department use body worn video and you should have been made aware at the time if footage was taken.
To apply for CCTV or Body Worn Video please use the CCTV Subject Access Request Supplementary Form below, and provide the following identification documents.
For footage of a person:
- one showing name and current address, and
- photographic ID or name and date of birth ID, together with a recent photograph of yourself
For footage of a vehicle:
- name and date of birth ID
- name and current address ID
- Vehicle Log Book (DVLA V5C form) if you are the vehicle owner, or Vehicle Log Book and written consent from the vehicle owner
Please make sure you provide payment and send a copy of the documents detailed above to the Subject Access team as soon as possible to ensure that it is processed promptly. We cannot process requests where we do not have payment and satisfactory ID, any delay to your application may result in footage being deleted after the 14 day retention period.
If you are acting on behalf of the person captured on the footage with a view to obtaining legal advice, or taking legal action (eg Solicitor or Insurer) you can request footage. To request footage please complete the CCTV supplementary information form and send it to the Information Management Team with the following:
- a detailed explanation why the footage is necessary for the purpose of legal proceedings, prospective legal proceedings, or for legal advice
- written/signed consent from the person contained on the footage
- copies of indentification of the person on the footage (containing their signature where possible)
- £75 fee
There may be legal reasons why we cannot disclose CCTV footage to you, for example where third parties may be identified from the footage.
The £10 fee is non-refundable, even if we do not hold any footage, as a result please ensure that you have checked our CCTV camera locations and that your request is within 14 days before proceeding.
Other requests for personal data (Section 29(3)/35)
There are other situations where the Council may decide to release information in support of legal proceeding or in accordance with investigations made by a third party. Such requests are commonly known as Section 29 or Section 35 requests under the Data Protection Act 1998 and generally come from the Police, other government organisations and legal representatives.
These can include requests for personal data without the knowledge or consent of the data subject. Requestors have to clearly state why the information is required and what legal basis they have to obtain the information. These sections of the Data Protection Act provide the Council with the power to release information where we feel it is proportionate and lawful to do so.
Making a request
To ensure that we comply with the Legislation, all requests submitted to ourselves must clearly detail:
- what information is required
- who the information relates to
- the reason why it is required (this may include what law has been broken and being investigated and/or what type of tax is being collected/what legal proceedings are taking place)
- how it would assist the prevention/detection of crime and/or for the collection of tax, or how it would assist any legal proceedings
Any requests which do not provide enough detail to enable us to make an assessment, will not be processed. These requests should be sent to the Information Management Team.
We are committed to being open and transparent. As part of this commitment we have developed a strategy on Open Data which aims to publish a number of datasets in a format that can be easily manipulated and used by you, and appropriate software packages.
5 key principles of Open Data
- Accountability (transparency, FOI).
- Choice (customers, personalisation agenda, social care for example).
- Productivity (effective and efficient use of resource).
- Quality and Outcomes (aligned to 8 outcomes).
- Social and Economic Growth (business, skills training).
We are working closely with the Open Data Community in Sheffield, as well as other partners on what we make available to the public.