How can I request information for my organisation?

I work for a Police Service or a Statutory Agency, how can I make a request for information?

If you are making a request for personal data on behalf of a police service, coroner’s office, or another statutory agency, please use our Statutory Agency Web Form. 

The web form will be submitted to UCAS’ Information Governance Team who will log and process your request. You will receive a response to your request within 1 calendar month. 

When you are making your request, you will need to submit a Request for Information form (this form may have another title within your organisation). This is a form that will outline what data you are requesting, and the relevant Data Protection Act, Schedule 2 Clauses for your request. 

When you are submitting your form, please include:

• The name and date of birth of the individual you are requesting data on
• The records you are requesting (e.g. the provider the individual applied to, any contact details held on the individual etc)
• The relevant Data Protection Act, Schedule 2 Clauses for your request
• Any relevant references or case numbers for us to include within our response (your request will be allocated a UCAS reference, but we will also include any references you provide)
• A name and counter signature of another colleague or manager within your organisation

Please also notify us if a witness statement will be required when you submit your request.

Before we can respond to any information requests from organisations, we have to complete verification checks on the requester to confirm they are a legitimate employee of the organisation they have named, and that the contact details they have provided are accurate. 

Please note that no information can be provided to you until this verification has been completed. To assist us with this verification, please include any employee numbers or reference numbers that can be used by us to verify you with your organisation. 

I work for a law firm, how can I make a request for information?

If you are making a request on behalf of a law firm or on behalf of a client that you are representing, you will need to submit your request to Datagovernance@ucas.ac.uk. 

When you make your request, we need you to include:

• A signed form of authority from your client
• Verification information from your client (their full name, date of birth, and their address at the time of their application)
• The records you are requesting (e.g. their application form, their references, their personal statement etc) 

The verification information provided will be used to verify your client’s identity before any personal data is released. 

We will also complete verification checks on any individuals who make a request, this may include checks on the relevant Solicitor’s Register or checks with the law firm themselves. 

Please also note within the request whether an official statement will need to be provided by UCAS alongside our response to your request.

Your client can also request their own records from our Customer Experience Centre if they wish. To do this, they can follow the guidance within the ‘Do you want UCAS to send you a copy of your own data?’ section. 

I need to make a request for the personal data of someone who is deceased, how can I do this?

We will only release the records of the deceased if the request has been made by the deceased persons ‘personal representative’ (also known as the executor or administer of their estate). This will be by virtue of either a grant of probate (if the deceased person left a will) or letter of administration (if they died intestate; meaning they died without having made a will) of the deceased.

Before we are able to release a deceased person’s records, we will need:

• Confirmation that that person is in fact deceased, such as a grant of probate or death certificate
• Confirmation of your identity to satisfy ourselves that you are entitled to information. This needs to be one form of identification for yourself such as a drivers licence or passport, and in addition something showing your name and address such as a bank statement or a utility bill
• The details of the individual whose data you are requesting, such as their full name, date of birth, and their address at the time of their application submission
• The records you are requesting from UCAS (e.g. the individuals full application form, their references, the date of their application submission etc)

Photos or scanned copies of all of the above documents are fine. 

Your request will need to be emailed to datagovernance@ucas.ac.uk, and will be picked up by the Information Governance Team who will review and provide a response to your request. 

I want to request personal information from UCAS, but none of the above apply.

Your request should be emailed to datagovernance@ucas.ac.uk, and it should include the personal information you are requesting, and your reason for requesting this information. 

Your request will be reviewed and responded to by the Information Governance Team, who will contact you directly if they have any questions in relation to your request.