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Subject access request (SAR)

SAR

How do I request information you hold about me?

Under the terms of the Data Protection Act (DPA) and subject to certain exemptions, you are entitled to ask London Midland for a copy of all, or part, of the personal information which it holds about you for the purposes of providing services to you. This entitlement is known as the "Right of Access to Personal Data".

To request the information you will need to make a Subject Access Request (SAR) to London Midland.

If you would like to make a SAR we would ask that you complete the attached SAR form and completion guidance and send it to Ben Stone, Data Protection Officer, 5th Floor, 102 New Street, Birmingham, B2 4HQ. Email:privacy@londonmidland.com

You do not have to make your request using this form, however, for your request to be valid it must contain:

  • A clear written request, detailing the information you require – please be as specific as possible as this will help us to find the information you require
  • Two forms of identification to enable us to verify your name and address (e.g. copy of your Driving License or Passport ID for name confirmation, and a recent utility bill or similar dated within the last 3 months for address confirmation).
  • The SAR fee – this is £10 and is non-refundable and is used to cover a small amount of the administrative costs involved (Cheque or Postal Order made payable to ‘London Midland).


Your request will be placed on hold until we have received all of the items above.

What you may receive

The information, which you are entitled to receive from London Midland, includes a description of the purposes for which it was collected, recipients to whom the data may have been disclosed and sources of the data. In most cases this will be obvious from the nature of the information.

How do i request CCTV footage of myself

Although access to CCTV images is generally restricted to the Police for evidence or to help prevent and tackle crime, under the terms of the Data Protection Act (DPA) and subject to certain exemptions, you are entitled to ask London Midland to provide you with any CCTV images or footage of yourself (or a person you are legally acting on behalf of) that we hold. This entitlement is known as the "Right of Access to Personal Data".

To request the information you will need to make a Subject Access Request (SAR) to London Midland.

If you would like to make a SAR for CCTV footage please send all requests to privacy@londonmidland.com . A standard form will then be provided for you to complete, however, if you do not wish to complete the form, you can still apply. For your request to be valid it must contain:

  • A clear written request, detailing the information you require – please be as specific as possible as this will help us to find the information you require, in particular:
  • Date of the relevant incident;
  • Time of the relevant incident;
  • The precise location of the incident (include Platform number or area of the station, e.g. gateline); and
  • Train departure time from which station / train destination / which train carriage (if relevant).
  • 2 forms of identification to enable us to verify your name and address (e.g. copy of your Driving License or Passport ID for name confirmation, and a recent utility bill or similar dated within the last 3 months for address confirmation).
  • A recent photograph of yourself endorsed on the back by a responsible person who certifies it to be a true likeness of you.
  • A description of what you were wearing at the time to enable us to identify you.

The SAR fee – this is £10 and is non-refundable and is used to cover a small amount of the administrative costs involved (Cheque or Postal Order made payable to ‘London Midland’).

Your request will be placed on hold until we have received all of the items above.

Insurance claims

If you are requesting footage of a vehicle you will need to provide a copy of the Registration Document and/or a certificate of insurance to agree this to the proof of address and to confirm your interest in the vehicle.

Please note, that if the images relate to a road traffic accident we will need to confirm whether there is any on-going police investigation as CCTV images will always be release to the police in the first instance to ensure an appropriate evidence trail is maintained.

Your request will be placed on hold until we have received all of the items above.

How long is footage held for?

If you require CCTV images it is important that you contact us as soon as possible to ensure it has not been deleted. The MAXIMUM retention period for which we retain footage is shown below. This period may be less, depending on the location and systems in use:

  • CCTV footage at London Midland stations and on train is held for a maximum of 31 days from the time of recording;
  • CCTV managed by Network Rail and other Train Operating Companies - applications for CCTV footage should be made directly to the managing agent. Contact details can be found on our Privacy Page .
  • Please note that London Midland has no control over the provision of CCTV at non-London Midland managed stations.

What you may receive

If we hold relevant footage we will provide it to you in the following format:

  • If there are no factors affecting the disclosure of the information (see below), the footage will be provided on a DVD-ROM, which will include instructions on how to view the content
  • Where full footage cannot be provided we will provide still images – where still images are provided we may ‘blur’ any content that could be consider extraneous to the request, or that may constitute the personal data of any other party in the image.
  • Should your enquiry relate to a criminal offence the matter must be reported to the Police and you should provide us with the relevant crime number and details of the officer in the case. In the case of a crime the police will have access to the full segment of data and images will only be released directly to you or your agents with the expressed consent of the police. Under the Data Protection Act, only data that is specific to your enquiry may be released. London Midland will protect the identity of all data subjects in the field of vision unless the individual is in our opinion directly involved in your inquiry.

What factors affect the disclosure of footage?

Your request for CCTV footage may not be successful where:

  • The camera was pointing in a different direction or was not recording
  • The police are involved
  • Insufficient detail is provided in the request
  • The time frame is too broad (typically more than 2 hours)
  • Third parties are identifiable in the images (we are required to protect the rights of other people)

General Information

How long will it take?

We will process all application promptly, but in any event we will respond within 40 calendar days from the date that we receive your request and have satisfied ourselves of your identity.

Making a request for someone?

If you are you acting on behalf of the Data Subject with their express permission, or with the appropriate legal authority this must be disclosed to us. Please describe your relationship with them (e.g. legal advisor, insurer, spouse, parent, etc.) and explain why you are making this information access request on their behalf. This should be supported by an appropriate letter of consent from the data subject where this is possible.

Please also enclose proof of the Data Subject’s identity as described above.

Data Protection Act

You can find out more about the Data Protection Act on the Information Commissioner’s Office website https://ico.org.uk/ 

Information usage

Once London Midland has provided any information to you it cannot be held responsible for anything that happens to the information. You are reminded that the information that we may provide to you is your personal information and should be treated carefully and not disclosed to anyone.