Data Subject Rights

This form is for any person who wishes to apply for access to personal data held by HM Passport
Office only. Please read the Data Subject Rights Guidance Notes below before completing this
form.
A separate form should be completed for each individual.
NOTE: This is not a mandatory form – Data Subjects may request access in other formats will also
be accepted but this form is designed to speed up the process.

NOTE: Please note there is NO fee for Data Subject right requests except in exceptional
circumstances.

NOTE: If your request is regarding a deceased person please contact our Freedom of Information
team at the following email address: [email protected]

PLEASE NOTE that HM Passport Office only holds information relevant to applications for,
and issuance of UK Passports and administration of the civil registration process in
England and Wales.
HM Passport Office DOES NOT:
 Hold any information about visas which may have been placed in your passport.
 Does not record any information about travel that you may have undertaken with your passport.
 Does not record any other use you may have performed such as proving your age or identity.
Data Subject Rights Guidance
Please read before filling in the Data Subject Rights Form
Which sections should I complete?
Sections 1, 2, 3, 4 and 5 should be completed for all applications.
Sections 6, 7 and 8 (Representative Details and Authority to Release Information to a
Representative) should only be completed if the application is being made by a representative
(i.e. someone other than the data subject themselves).
Section 3 (Proof of the applicant’s identity) - If you do not have any of the forms of identity
listed, we may in exceptional circumstances accept alternatives for consideration.
This form is designed to assist Data Subjects in the process of making an information request and,
as a consequence, may speed the process up; but it is not mandatory, all information requests
from Data Subjects made in other formats will also be processed.

In addition to the right to have access to the information we hold about you, in certain
circumstances you also have the right to:

1. object to and restrict the use of your personal information for customer research purposes, (this
will be dealt with by our customer services team).
2. (where you have explicitly consented to the use of your personal data and that is the lawful
basis for processing) the right to withdraw your consent to the processing of your data for
customer research purposes and the right to data portability (where processing is carried out
by automated means)

You can use the same process to request access to your information as well as to exercise any of
these rights.
What information will help with the processing of my Data Subject request?

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Identification of relevant records will be easier if you can provide any references issued by
HM Passport Office relating to applications you may have made or action taken against you.
If you cannot provide us with satisfactory proof of identity, your application will be rejected.
What information does Her Majesty’s Passport Office hold?
HM Passport Office holds information relevant to the conduct of its functions which will include, but
not be restricted to, personal information about applications you have made and any other action
undertaken. However, some data may have been reviewed and destroyed where appropriate in
accordance with our information retention policies.
The Home Office is the ‘controller’ for all passport application data and certain information held by
other bodies which are contracted by HM Passport Office in connection with the conduct of specific
passport activities. This is likely to be the case if you have been interviewed or if an application has
failed or been withdrawn. There are exceptions to this – for example, The Home Office is not the
controller for medical records held by such contractors and has no remit to disclose such.
How long will it take to get my data?
Once we are satisfied that you meet the criteria for disclosure of data under the Data Protection
Legislation, and have provided sufficient information for us to confirm your identity and accept your
application for processing, you should receive a response within one calendar month from that
date.
Records may be held in several different locations in paper and electronic formats. If you only
require specific information and you clearly state what that is – for example a specific document or
IT-only data – then you are likely to get a quicker disclosure.
1. We will not acknowledge your application in writing but we will provide you with a reference
number when we write to you.
2. When we process information requests for children aged 13 or over and spouses, we require
their signature of authority before disclosing data. A separate application form should be
completed for each individual. Sections, 4 and 5 should be completed by a parent/guardian for
a child under 16.
3. The documents that you receive may have data redacted (blacked-out) or contain rough notes
that may lack clarity. This is because we aim to supply copies of the original records whenever
possible. However, as Home Office records also include third party information that we cannot
release to you under the Data Protection legislation, e.g. another person’s data, this is
removed.
4. Disclosure by post is usually made by first class post to the address you provide in section 2
or, if appropriate, to your representative named in section 6. We will also disclose by email
where requested.

Please send your completed form and proof of identity to:

Disclosure of Information
P O Box 215
Peterborough
PE1 1QQ
or
Email: [email protected]

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If you are not satisfied by the service you have received from HM Passport Office or would
like to discuss our response to a Data Subject rights request please contact:

Customer Service Management Team

HM Passport Office
PO Box 767
Southport
PR8 9PW
Email: [email protected]

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Section 1 – Applicant Details

Title (please tick one): Mr Mrs Miss Ms Title (please state):

Family Name

Forenames:

Previous Family Name:

Date(s) of name change:

Date of Birth
……../……./………. Male or Female
(dd/mm/yyyy):
Place of Birth:

HM Passport Office
Passport Office Reference: ……………………………..………………
Reference Number:

Section 2 – Applicant Details

Current Address:

Postcode

Daytime Telephone No:

Email Address:

Please indicate how you wish to receive your result, HMPO will only send one letter.
Post Email
Please note some authorities will only accept an original letter.

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Section 3 – Proof of the applicant’s identity

In order to prove the applicant’s identity, we need to see a copy of their identification. Please indicate
which ones you are supplying.

Please DO NOT send an original documents.

Adult (photocopy of one from below) Child under 16 (photocopy)

Passport/Travel Document Full birth certificate

Photo driving licence Court Order(s)

Foreign National Identity Card

For a child under 16 years of age please provide photocopies of all Court Orders.
Please state if there are none

Section 4 – Details of Information Required

Please use this space to give us any details about the information you are requesting, for example
by stating specific documents you require (use extra sheets if necessary):

Section 5 – Declaration
The information which I have supplied in this application is correct, and I am the person to whom it
relates or a representative acting on his/her behalf. I understand that the Her Majesty’s Passport
Office may need to obtain further information from me/my representative in order to comply with
this request.

Signature of Applicant: Date:

Section 6 – Representative Details

(If completed HM Passport Office will reply to the address you provide in this section)

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Name of Representative:

Company Name:

Address & Postcode:

Daytime Telephone No:

Email Address:

Section 7 – Proof of the Representative’s identity

Please provide one piece of identification from the list below and indicate which one you
are supplying. Identification is not required if you are a Solicitor.

List A (photocopy of one from below)

Passport/Travel Document

Photo driving licence

Foreign National Identity Card

Section 8 – Authority to release information to a Representative

A representative needs to obtain authority from the applicant before personal data can be
released. The representative should obtain the applicant’s signature below, or provide a separate
note of authority.
This must be an original signature, not a photocopy (tip: using blue ink often helps verification).
If the applicant is signing as the guardian of a child under 13, proof of legal guardianship must also
be provided.
I hereby give my authority for the representative named in Section 6 of this form to make a Data
Subject Right Request on my behalf under Data Protection Legislation.

Signature of Applicant: Date:

Signature of Representative: Date:

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