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The FAQ’s below may answer your query. However, if you still have a question, our staff will help you find the information you need or do their best to point you in the right direction to solve your problems. If you think information is subsequently being withheld, you should write to your Fire Authority Member or to the Chief Fire Officer of HFRS, setting out what you want to see and why you think its being withheld.
It is a law, which came into force at the end of October 1998. It was introduced to protect personal data. That is data about individuals, how it is processed, for what reason(s) it is processed or who processes it.
Here are examples of personal data.
Name: Audrey Olden
Position: Information Compliance Officer
e-mail:audrey.olden@hantsfire.gov.uk
Other examples of personal data include your address, date of birth, and the information held in your driving licence and passport.
Data Controller is a person who (either alone or in common with other persons) determines the purposes for which, and the manner in which, any personal data is, or is to be, processed and who has a duty to comply with the Data Protection Principles. The term comprises not only individuals but also organisations such as companies, corporate (e.g. Hampshire Fire and Rescue Authority) and unincorporated bodies of persons.
The Data Controller retains full responsibility for the actions of the Data Processor and so the definition of the Data Controller has an impact on this context.
Data Processor is any person (other than an employee of the data controller) who processes the data on behalf of the data controller.
Recipient, in relation to personal data, means any person to whom the data is disclosed, including any person (such as an employee or agent of the Data Controller, a Data Processor or an employee or agent of the Data Processor) to whom they are disclosed in the course of processing the data for the Data Controller.
Third Party, in relation to personal data, means any person other than the Data Subject, the Data Controller, or any Data Processor or other person authorised to process data for the Data Controller or Processor.
The Fire Authority (Data Controller) needs your consent to use information about you.
If the Fire Authority intends to process (obtain, hold or disclose) your personal data for purposes other than those required to provide by law, it requires your consent.
The Act protects your personal data by setting rules and conditions that all users of personal information, such as this Fire and Rescue Service, must obey when obtaining, holding or using information about you. The Act also provides you with certain rights, which the Controller must respect.
We keep personal information so that we can provide you with the services you require and maintain a record of the services provided.
To see information held about you you must complete a Subject Access Request Form 
20Kb. This form and the associated notes pages are both available from our website or on request from the Service Data Protection Officer.
You do not have the right to see office files but HFRS will usually show you the information they contain about you. However, sometimes we cannot show you what is on our files. We cannot, for example, show you information about contracts on our dealings because that would breach commercial confidentiality; and we cannot let you see papers about matters that a court may be, or due to be resolving.
In many of our services we hold information about individuals, such as the special needs of children or people who get help from our ‘Fire Setters Intervention Scheme’. We do not usually let anybody else - even members of the same family - see personal information without the agreement of the individual concerned. However, the law sometimes requires us to pass on information without agreement.
You have to pay to see your information, you need to send a cheque or postal order for £10 made payable to Hampshire Fire and Rescue Service together with your Subject Access Request Form 20Kb and the required proof of identity.
If you think you have not been given all of the information you asked for write to the Service Data Protection Officer at HFRS. Subsequently, if still not satisfied you can appeal to the Information Commissioner.
If you think the data is incorrect write and tell us and we will correct it. We will reply to you, telling you what has been done, within 21 days of receiving your suggested amendment. If you still do not agree that the information has been corrected or that a note added, that puts the debated information in a proper context, you can ask us to note your disagreement within the personal records we hold on you. If you are still not satisfied with the action taken, you should write to the Service Data Protection Officer at HFRS. Subsequently, if still not satisfied you can also appeal to the Information Commissioner. or the courts.
You can prevent HFRS from using information about you for direct marketing or from using information for a purpose which could cause you damage or distress by writing to the Service Data Protection Officer at HFRS requesting us not to use your details for direct marketing. Additionally, if you think the way we are using your personal data could cause you damage or distress, write to us stating why we should stop the processing.
You can possibly claim compensation if HFRS has broken any of the rules or conditions established by the Act and you have suffered substantial damage or distress. You may also be able to claim compensation if the damage or distress was caused by our use of inaccurate data.
The Data Protection Officer
Hampshire Fire and Rescue Service
Performanmce Review
Leigh Road
Eastleigh
SO50 9SJ
Tel: 023 8062 6850
