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.
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
- not transferred to countries outside the EEA without adequate
Find out more about how we obtain, hold, use and disclose
information about people in our Fair Processing
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
0845 6013999 (8.30am-4.30pm, Monday to Friday)
Alternatively visit the ACRO
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
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. The required £10 fee can be
made payable to British Transport Police by cheque or postal
To apply for both categories of information, complete both forms
(and submit as above); however only one single payment of the fee
(£10) to ACRO is required. Be sure to indicate the application has
been made to both ACRO and British Transport Police on the Subject
Application forms can be requested from:
Information Governance Unit
3 Callaghan Square
Telephone: 02920 525338
A request form is also available to
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
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
How do I request the removal of police information including
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 dataprotection@BTP.pnn.police.uk
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
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
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