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Subject Access 21807/19


1) What is the email address of the person in your organisation who is responsible for the management of Subject Access Requests / DPA Requests?

2) What percentage of Subject Access Requests have been responded to on time since 25th May 2018? If you do know have this figure please provide a figure for what you do have.

3) On average how many SAR/DPA requests does your authority receive in a month?

4) How many SAR officers are employed by your organisation who work on Subject Access Requests?

5) What is the generic email address of the team which deals with SARs / DPA requests within your organisation?

6) How many overdue Subject Access Requests do you currently have?


Our data are not organised in such a way as to allow us to provide all of this information within the appropriate (cost) limit within the Freedom of Information (FOI) Act (see ‘Reason for Decision’ below).

Although excess cost removes the force’s obligations under the Freedom of Information Act, as a gesture of goodwill I have supplied information, relative to your request, retrieved before it was realised that the fees limit would be exceeded (see enclosed attached file 21807_attachement). I trust this is helpful, but it does not affect our legal right to rely on the fees regulations for the remainder of the request.


Without going into each individual record West Midlands police cannot be day-specific about whether the Subject Access Request was closed on time. We have been able to produce a report which shows SARs closed within the month they were due, and therefore that is what this percentage is based on. For instance, a request might have been due on 5th May, but was closed on 25th May – the report only shows that it was due in May and was closed in May. This also means that the data is reflective of the whole of May 2018, rather than specifically 25th May as stated in the FOI Request.

There are 1361records, please note that researching each individual case would exceed the appropriate limit (FOIA, s.12).

Please note that in relation to your question number 3 “On average how many SAR/DPA requests does your authority receive in a month?”

There is no specific recorded information held in relation to averages, but in order to assist the force has provided the actual number of requests received.

This means that the cost of compliance with the whole of your request is above the amount to which we are legally required to respond, i.e. the cost of locating and retrieving the information would exceed the appropriate costs limit under section 12(1) of the FOI Act 2000. For West Midlands Police, the appropriate limit is set at £450, as prescribed by the Freedom of Information and Data Protection (Appropriate Limit and Fees) Regulations 2004, S.I. 3244.