Subject Access

Please read the instructions below then use the links at the bottom of the page to download the appropriate file in Adobe Acrobat format.

You can also view the Subject Access information here

You must print the form at the bottom of this page, complete, sign and return to the address below. Electronic submission of the forms will not be accepted.

The forms are in PDF format and require Adobe Reader to view. If you do not have a copy, you can download Adobe Reader free from Adobe's web site.

Evidence of Character

Police Forces within the United Kingdom DO NOT issue 'Certificates of Good Conduct' or 'Police Clearance Certificates'. Nor do they provide other evidence of good character. It should therefore be noted that the exercise of your rights under the subject access provisions of the Data Protection Act will NOT provide you with a certificate of this nature.

Your Rights

Subject to certain exemptions, you have a right to be told whether any information is held about you and a right to a copy of that information. The Chief Officer of Police will only give that information if he/she is satisfied of your identity. He/she does not have to give you any information identifying someone else, unless that person agrees. If you think that information might be held about you which may identify another person, you may want to get that person's agreement to you being given information and send it with your application.

The Chief Officer's Rights

The Chief Officer of Police may deny access to information where the Act allows, but the main exemptions in relation to information held by the Police are where information is held for:

  • The prevention or detection of crime
  • The apprehension or prosecution of offenders

and giving you the information would be likely to prejudice any of these purposes.

Fee

Payment must be in pounds sterling to the value of £10:00. Cheques or Postal Orders should be made payable to: 'POLICE AND CRIME COMMISSIONER FOR CLEVELAND'.

Proof of Identity

To establish your identity you MUST produce copies of sufficient documentation to clearly prove your 'FULL NAME', 'DATE of BIRTH' and 'CURRENT ADDRESS'. This documentation should accompany your application.

A combination of the following documents may serve this purpose:

  1. FULL NAME
    (e.g. Passport, Driving Licence, Medical Card or Birth/Adoption Certificate)
  2. DATE of BIRTH
    (e.g. Passport, Driving Licence, Medical Card or Birth/Adoption Certificate)
  3. CURRENT ADDRESS
    (e.g. Bank/Building Society Book, Pension/Benefit Book, Utility/Telephone Bill)

PHOTOCOPIES OF ALL THE ABOVE DOCUMENTS ARE ACCEPTABLE

Cleveland Police cannot be held responsible for any original documentation which may be lost in the post

(therefore, we suggest you do not sent original passports with your application).

Download Forms

The information and links below relate to the process for making a request for your own personal data – this is called Subject Access under the provisions of the Data Protection Act 1998.

You can use this form if you need a check to be made against conviction history records. This will include court convictions, police cautions, and juvenile warnings and reprimands. This type of information is often requested in connection with visa applications, residency overseas applications and employment abroad. The form should be printed and completed following the instructions which are on the form.

The processing of these applications is carried out by the Association of Police Officers Criminal Records Office, known as ACRO. Cleveland Police can provide general advice about what information this application will provide and whether it is appropriate for your needs. However, all queries about how the process works, timescales for responses etc should be directed to ACRO on 02380 479 920.

You can use this form to request a check for information held about you on Cleveland Police local information systems. This will include records such as incident reports of calls made to the Contact & Control Room, crime reports, statements etc. (Do not use this form to request a check for a criminal conviction history – see below.)

The form should be printed and completed following the instructions which are on the form. Please contact the Data Protection Office on 01642 306818 for any advice.

ONLY ONE FEE OF £10 IS DUE EVEN IF YOU COMPLETE BOTH FORMS. IF YOU WISH TO APPLY FOR BOTH TYPES OF INFORMATION PLEASE CONTACT THE DATA PROTECTION OFFICE ON 01642 306818 FIRST.

Police Certificates - Visas

Individuals requiring Police Certificates for the purposes of  visa applications for the United States of America, Canada, Australia, New Zealand & South Africa, who are seeking application forms, must be directed to the contacts shown below in order to obtain an application form for the ACRO Police Certificate. The form is also available from the website address which is also shown below .

Please note that this Certificate is processed entirely by the ACPO Criminal Records Office (ACRO). All submissions and enquiries relating to this process should be directed to ACRO, who can be contacted through the following routes:

Telephone from the UK: 02380 479 920 (during their office opening hours of 8:30-16:30, Monday to Friday).

From outside of the UK: 00 (44) 1962 871111

Or E-mail: [email protected]

Postal Address: ACRO, PO Box 481, Fareham, PO14 9FS

Police data protection application forms should no longer be requested for this purpose.

This new process for visa applications does not affect data protection applications to other countries other than the 5 countries listed above.