An FOI request must be in writing (via an email, letter or fax) and include your name and address (postal or email address).
It also needs to include a clear description of the information you are requesting.
Please send your request to the Freedom of Information (FOI) and Data Protection (DP) team:
Freedom of Information Team
Victoria Square House
Personal information we collect when you submit a request
When you submit a request we collect:
- Contact details including e.g. your name and correspondence address
- details of the information requested
- identification information (if necessary)
- details of any individual acting on your behalf (if necessary)
Legal Basis for Processing
Our purpose for processing your personal data is so we can fulfil your information request to us.
The legal basis for this is article 6(1)(C) of the GDPR, which relates to processing necessary to comply with a legal obligation to which we are subject.
If any of the information you provide us in relation to your information request contains special category data, such as health, religious or ethnic information the legal basis we rely on to process it is article 9(2)(g) of the GDPR, which also relates to our public task and the safeguarding of your fundamental rights. Schedule 1 part 2(6) of the DPA2018 relating to statutory and government purposes applies.
What we need and why we need it
We need to collect your details to:
- respond to you and to locate the information you are looking for
- contact you if we require any clarification or further information pursuant to your request
- to update you on the progress of your request; and
- for any subsequent complaint into the handling of the request or the decision reached
This enables us to comply with our legal obligations under the legislation we are subject to:
General Data Protection Regulations (2016)
Data Protection Act (2018)
Freedom of Information Act (2000)
Environmental Information Regulations (2004)
- Re-use of Public Sector Information Regulations (2015)
If you do not provide the information we need, we will not be able to process your request.
How we will process your personal data
Your request for information will be logged and stored within our electronic filing system. Each case file includes the original request, any other information that you have provided to us and any information relevant to the request. The details of your request may be passed to different areas of the business depending upon the subject matter of the request, however, details of your name and correspondence address will only be shared if it is necessary.
If you are making a request about your personal data, or are acting on behalf of someone making such a request, then we’ll ask for information to satisfy us of your identity. If it’s relevant we’ll also ask for information to show you have authority to act on someone else’s behalf.
If your request is about information we have received from another organisation we’ll routinely consult the organisation/s concerned to seek their view on disclosure of the material.
How long we will hold your personal data for
Information is held in line with the Gambling Commission’s Retention Schedule. For information connected with a Freedom of Information request (such as disclosed information, details of any exemptions applied and the request itself) or a Data Subject Access request, the retention period is set at 3 years plus the current calendar year.
We retain details of requests in order to compile statistical reports for reports on performance, and to serve as useful case studies for staff handling requests.
Sharing of personal data
We may share your personal data with the Information Commissioner’s Office (ICO) as the supervisory authority when required to do so.
What are your rights?
If you want to know more about your rights, please refer to the Your Rights section within this privacy statement.