Sample letter Data Protection –information recorded on film.

The Data Protection Officer
ORGANISATION ADDRESS HERE

YOUR ADDRESS


DATE

Dear Sir or Madam

My name is…SHORT DESCRIPTION OF YOURSELF AND YOUR RELATIONSHIP WITH THE ORGANISATION (e.g., full name, employee number, payslip reference, date of accident, description of ongoing dispute etc.). 

I am writing to request a video recording of myself to which I am entitled to under section 7(1) of the Data Protection Act 1998 is sent to myself at the above address. 

I was present at INSERT LOCATION, DATE, TIME, EVENT ETC.

I was aware that I was being filmed by INSERT LOCATION OF CCTV CAMERA / NAME OF CAMERAPERSON IF YOU ASKED IT, OR WRITE DISCRIPTION, PC NUMBER ETC.

You can identify myself by DISCRIBE YOURSELF OR YOUR CLOTHING, IDENTIFIABLE ACTIONS, ETC.

I would hope that you will be able to comprehensively search all your recordings. However, to assist you with my request I would suggest that you first focus on IF YOU CAN NARROW DOWN THEIR SEARCH THEN DO SO(“I was filmed in the lobby ”, “I was not present after 2PM”, “You visited me at “location & date”…etc).

As you may be aware, the definition of “personal data” under the  Act covers information that is recorded on video and film and if these are recorded on tape by yourselves, I am also entitled to this data.

I would also draw your attention to the CCTV Code of Practice for Data Protection Act (specifically ‘Access by Data Subjects’, points 8 through to 11) which suggests that other individuals who are also caught on film around me should be ‘disguised or blurred’ in line with the Sixth Data Protection Principle, and sets out principles for how this work should be undertaken.  

I enclose a photocopy of my passport (or other identification) and a recent photograph of myself to aid your identification and recognition of me. 

I am also enclosing a cheque for £10 payable to yourselves which is the prescribed maximum under the act. 

If you do not normally handle these requests for your organisation, please pass this letter to your Data Protection Officer or another appropriate official. 

I understand that under the Act I should be entitled to a response within 40 days and I look forward to hearing from you at your earliest convenience.

Yours faithfully