TCM0138220 - Miscellaneous (P to V): Subject Access Requests - checking the SAR

Version 2.0

Amendments to previous version - Amended title and guidance

Checklist

Before you follow this guidance make sure

  • you have the correct user roles to follow this guidance. Use the B&C Roles and Access Catalogue. You can find this by going to the Benefits & Credits homepage, selecting ‘R’ on the B&C A-Z index, selecting ‘Roles and Access Process’, selecting ‘Roles & Access Catalogue’ from the Related links menu
  • you’re in the correct MU. Use TCM0322460 for the correct MU number.

Guidance

Step 1

Note: First check only

Note: Checks are dealt with in target date order with the earliest first. Only work cases you have not dealt with previously

  • check the SAR to make sure everything has been included in the correct order by following Step 1 in TCM0138260 then return to this guidance
  • check there are no third party details left in
  • add any missing sheets
  • photocopy any correspondence not already done
  • complete an AO checklist and include with the case.
  • sign and date the cover sheet
  • place the case back in the nominated area for a second check
  • take no further action.

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Step 2

Note: Second check only

  • check the SAR to make sure everything has been included in the correct order by following Step 1 in TCM0138260 then return to this guidance
  • check there are no third party details left in
  • add the missing sheets
  • update Household notes with the message MT08 from TCM0162080. For how to do this use TCM1000001.
  • put the SAR in to a padded envelope and address it with the customer’s current address using a sticky label
  • place in an opaque parcel bag, also addressed in the padded envelope
  • pass to the manager to check
  • once checked send the SAR by special delivery
  • take no further action.

Note: Do not send out any SARS to the Citizens Advice Bureau (CAB) or any other 3r d parties without a specific letter from the customer stating we can do so.

If we have received a signed letter from the customer stating that they agree we can send a SAR out to the third party

  • add the date the SAR is complete on the database and add a note to say ‘SAR’ completed and sent to the intermediary date / initials’
  • attach the following letters
  • covering letter TCO SAR covering letter
  • data protection letter (DP F/S1)
  • abbreviation sheet
  • put the SAR in to a padded envelope with an opaque parcel bag and address both with the intermediaries current address using a sticky label
  • pass to the manager to check and send by special delivery
  • take no further action.

If we haven’t received a letter from the customer stating that they agree we can send a SAR out to a third party, go to Step 3 of TCM0138280.

Note: the manager will check 100% of household breakdown cases and 50% of all other cases. The SAR will be checked to make sure all third party details have been removed. Once checked, the SAR will be placed in an opaque polylope and sent by special delivery to the customer in a padded envelope.