Your personal data - subject access

Subject to certain exemptions, you have a right to be told whether South Yorkshire Police holds any information about you (your ‘personal data’) and a right to be provided with a copy of that personal data within a 40 day period.  The Data Protection Act means that in certain circumstances South Yorkshire Police may not be able to provide you with some personal data, for example, information that identifies other individuals.  If you wish to exercise those rights, please follow the instructions below.

There are two ways to apply for Subject Access to request information:

This is used to access information held by South Yorkshire Police on the Police National Computer [PNC] i.e. convictions,cautions/warnings, reprimands and Penalty Notice for Disorder[PND]. The site contains full instructions on how to apply.

Access to information held by the South Yorkshire Police on the Police National Computer [PNC]

Click here to be directed to the website.

You should use this site if you need a check to be made against your conviction history records.This will include court convictions, police cautions/warnings, reprimands and Penalty Notice for Disorder [PND]. Please follow the instructions on the site to complete your application.

The processing of these applications is carried out by the Association of Chief Police Officers Criminal Records Office [ACRO] on our behalf and all queries about how the process works, timescales for responses should be directed to ACRO on 0845 60134 999, or if calling from outside the UK dial +44 1962 878 1111 (Monday to Friday 08:30-16:30).

SA1 Form Local Search- This is used to access information about yourself, held by the South Yorkshire Police on South Yorkshire Police databases; i.e. Crime Reports.

If you require both PNC and locally held information, please complete both of the forms and send them to South Yorkshire Police with 1x £10 fee made payable to ‘Police & Crime Commissioner for South Yorkshire'.

SA1 FORM LOCAL SEARCH (SA1Local Form Search) Access to information about yourself,held by the South Yorkshire Police on South Yorkshire Police databases;i.e. crime reports.

SA1 Form guidance notes are also available here for your convenience.

Proof of identity
South Yorkshire Police needs to be satisfied that you are who you say you are. Consequently, Section 3 asks you to provide evidence of your identity and address by supplying copies of at least two official documents, which between them provide sufficient information to prove your name, date of birth, current address and signature. (Photocopies of these documents are ample).

Your Subject Access application will cost £10. You are encouraged to pay by cheque as regulations over the handling of cash may delay your application. Cheques and postal orders should be made payable to ‘Police & Crime Commissioner for South Yorkshire'.  

Please Note:- Postal Orders must be UK Postal Orders.
Returning the form

The completed form, appropriate proof of identity and fee, should be posted to SYP at:

South Yorkshire Police Professional Standards Department
Unit 20 Sheffield 35a Business Park
Churchill Way
S35 2PY
Enquiries to Information Compliance Unit

Tel:  0114 2921787



Request for Information for the purpose of obtaining a visa for Australia, New Zealand, South Africa, Canada, United States of America, Bahamas, Belgium & Chile.  (Applications for other countries may be accepted subject to confirmation by the applicant of the acceptance by the relevant Embassy, High Commission or requiring organisation).

Individuals requiring Police Certificates  should contact ACRO on 0845 601 3999 or via their website ACPO website.  Please note that this Certificate is processed entirely by the ACPO Criminal Records Office (ACRO). All submissions and enquires relating to this process to be directed to ACRO, who can be contacted through the following routes:

• Telephone: 0845 601 3999 (during their office hours of 8:30 - 16:30, Monday to Friday)

• E-mail:

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

Request for Information for Employment Purposes.   (This includes Individuals working with Children or Vulnerable people)

If you are going to work as a paid employee or volunteer for an organisation, your work will bring you into contact with children or vulnerable adults and you have been asked to apply for a CRB check, you must access the CRB website (External site) and follow their procedure.

For all other employment vetting, the appropriate route would be by way of ‘Disclosure Scotland’ on 0870 609 6006 or via their website (external site).

Section 7 DPA 1998/Subject Access is not intended to be used for employment vetting purposes.