Future Safe Training Ltd

Version: 1.0
Review Date: June 2027

Future Safe Training Ltd is committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This procedure outlines how individuals can request access to personal information held about them and how Future Safe Training Ltd will respond to such requests.

A Subject Access Request (SAR) enables an individual to obtain confirmation that their personal data is being processed and to receive a copy of that information.

This procedure applies to:

• Learners
• Clients
• Employees
• Associates
• Contractors
• Website users
• Any individual whose personal data is processed by Future Safe Training Ltd

Individuals have the right to:

• Obtain confirmation that their personal data is being processed.
• Access their personal data.
• Understand how and why their data is being used.
• Receive information about data retention periods.
• Receive information about any third parties with whom their data has been shared.

Requests can be made:

info@futuresafetraining.com

Future Safe Training Ltd
451 Blackpool Road
Ashton-on-Ribble
Preston
PR2 2LE 

Individuals may make requests verbally; however, Future Safe Training Ltd may request written confirmation to ensure clarity and accuracy.

A request does not need to mention "Subject Access Request" or "SAR" to be valid.

To help locate information efficiently, individuals should provide:

• Full name
• Contact details
• Details of the information requested
• Relevant dates where known
• Any previous names used when dealing with the company

Where a request is unclear, Future Safe Training Ltd may seek clarification before processing.

Before releasing personal information, Future Safe Training Ltd may request evidence of identity.

Examples include:

• Driving Licence
• Passport
• Utility Bill
• Official correspondence

Where identity cannot be satisfactorily verified, information will not be disclosed until verification is completed.

Future Safe Training Ltd will respond without undue delay and within one calendar month of:

• Receiving the request; and
• Verifying the individual's identity where required.

Where requests are complex or numerous, the response period may be extended by up to two additional months.

Where an extension is necessary, the individual will be informed within the first month together with the reasons for the delay.

A SAR response may include:

Copies of personal information held by Future Safe Training Ltd.

Details of:

• Why the information is processed
• Categories of personal data held
• Categories of recipients
• Retention periods
• Rights of the individual
• Right to complain to the Information Commissioner's Office (ICO)

Information about where personal data was obtained if not provided directly by the individual.

Future Safe Training Ltd may withhold information where exemptions apply under UK GDPR or the Data Protection Act 2018.

Examples include:

• Information relating to another individual
• Legally privileged material
• Confidential references
• Information relating to ongoing legal proceedings
• Information that could prejudice crime prevention or detection
• Information protected by safeguarding obligations

Any information withheld will be considered on a case-by-case basis and only where lawful.

Where requested information contains data relating to another individual, Future Safe Training Ltd will:

• Seek consent where appropriate;
• Redact identifying information; or
• Consider whether disclosure is reasonable and lawful.

The rights and freedoms of third parties will be carefully balanced against the requester's right of access.

Information will normally be provided electronically unless another format is requested.

Where reasonable, information may be supplied:

• By secure email
• Through encrypted electronic transfer
• In paper format

Future Safe Training Ltd reserves the right to determine the most secure method of disclosure.

Subject Access Requests are generally provided free of charge.

A reasonable administrative fee may be charged where:

• Requests are manifestly unfounded;
• Requests are excessive; or
• Additional copies of information are requested.

Any fee will be communicated before processing continues.

Future Safe Training Ltd may refuse a request where:

• It is manifestly unfounded;
• It is manifestly excessive; or
• A lawful exemption applies.

Where a request is refused, the individual will receive:

• An explanation of the decision;
• Information regarding their right to complain; and
• Information regarding their right to seek judicial remedy.

Individuals who are dissatisfied with the handling of a Subject Access Request should first contact:

Email: info@futuresafetraining.com

If concerns remain unresolved, individuals may complain to:

Website: www.ico.org.uk

Telephone: 0303 123 1113

Address:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Future Safe Training Ltd will maintain a record of:

• Requests received
• Identity verification undertaken
• Information disclosed
• Response dates
• Any exemptions applied

Records will be retained in accordance with the company's Data Retention Schedule.

This procedure will be reviewed annually or sooner if required by changes in legislation, regulatory guidance or business operations.

Future Safe Training Ltd
Training Professionals. Protecting Futures.