Data protection

The Data Protection Act 1998 became law on 1st March 2000. The Act works in two ways: it gives individuals rights and requires those who record and use personal information to be open about the information they hold.

Collar Number

The Act requires British Transport Police to follow eight principles of good information handling.


Anyone processing data must comply with the following principles, which are enforceable. The data must be:

  • processed fairly and lawfully
  • processed for limited purposes
  • adequate, relevant and not excessive
  • accurate and up-to-date
  • not kept longer than necessary
  • processed in accordance with the data subject’s rights
  • secure
  • not transferred to countries outside the EEA without adequate security protection.

Find out more about how we obtain, hold, use and disclose information about people in our Fair Processing Notice.

Subject access

Information held on the Police National Computer

To find out what information (if any) is held on PNC about you, (i.e. a copy of your prosecution/conviction history) complete Form ACRO SAR1. These checks are carried out by the Association of Chief Police Officers Criminal Records Office (ACRO). When you complete this form you need to send it directly to ACRO. ACRO will reply directly to you at the postal address you provide on the form.

All submissions and enquiries relating to this process should be directed to ACRO.

PO Box 481
PO14 9FS

0845 6013999 (8.30am-4.30pm, Monday to Friday)
Alternatively visit the ACRO website.

Information held on British Transport Police Systems (Statements, incident logs, records of interviews etc)

Should you wish to know what information (if any) British Transport Police holds about you, such as records of incidents you have been involved in, you should complete a Subject Access Form and submit it to The Information Governance Unit at the address below.

Two legible copies of Identification documents must be submitted (bearing name, date of birth and address), preferably a legible copy of passport and driving licence.

To apply for both categories of information, complete both forms (and submit as above.) Be sure to indicate the application has been made to both ACRO and British Transport Police on the Subject Access Form.

Application forms can be requested from:

Information Governance Unit

2nd Floor
3 Callaghan Square
CF10 5BT
Telephone: 02920 525338

A request form is also available to download.

Police Certificates

Individuals requiring Police Certificates for the purposes of application for emigration, visa, work permits or residency in Australia, Bahamas, Belgium, Canada, Chile, New Zealand, South Africa and the United States of America should download the application form for an ACPO Police Certificate from the ACPO Website.

Please note that this Certificate is processed entirely by the ACPO Criminal Records Office (ACRO). All submissions and enquiries relating to this process should be directed to ACRO.

Please do not return this application form to British Transport Police.

How do I request the removal of police information including DNA/fingerprints?

Information held by the Police Service is retained in accordance with legislation and national guidance. In limited circumstances, individuals are entitled to request the removal of police held information prior to the defined retention periods. However, this will only be undertaken in exceptional circumstances. Please visit the ACRO Criminal Records Office which outlines the legal position on retention and the process to follow if you wish to make an application.  This process relates to information held on the Police National Computer and includes the removal of cautions.

Any other requests or enquiries should be directed to the Information Governance Office at or 02920 525338.

Road Traffic Collision requests

Where an incident has occurred within British Transport Police's jurisdiction, insurance companies can request third party details and copies of incident reports under the Road Traffic Act.

Information held in relation to a collision will most likely be held in an incident report, crime report or in an Officer's Pocket Note Book.

British Transport Police has a duty under the Data Protection Act 1998 to protect personal information. We must be satisfied that you have a legitimate interest in obtaining the requested information and that disclosure is necessary for that purpose.

Information will be considered on a case by case basis.

Under Section 35(2) of The Act we must be satisfied that the intended use is for the purpose of, or in connection with, any legal proceedings (including prospective legal proceedings), or is necessary for the purposes of establishing, exercising or defending legal rights.

A request form containing the relevant fee and further information is available to download.

Frequently asked questions

Find answers to the most frequent data protection questions.