Accuracy of Personal Information

Why accuracy matters

Any organisation holding large amounts of personal data will end up with some errors. Mistakes creep in through human error, outdated information, or simple miscommunication. The problem is that inaccurate data can have real consequences for the people it describes.

If a lender has the wrong figure for your income, you might be refused credit you would otherwise qualify for. If your employer has an outdated address, important correspondence could go astray. Medical records with errors could affect the care you receive. These can have real-world implications, particularly as more decisions are made through automated systems that rely on the accuracy of stored information.

UK data protection law recognises this and places specific duties on organisations to keep personal information accurate. It also gives individuals the right to check what is held about them and to have mistakes corrected.

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What the law requires from organisations

Under the UK GDPR and Data Protection Act 2018, organisations must take reasonable steps to ensure that personal data they hold is accurate and, where necessary, kept up to date. This applies to businesses, public bodies, charities and any other organisation processing personal information.

The obligation is proportionate. An organisation is not expected to verify every piece of information constantly, but it should have systems in place to maintain accuracy. This might include periodic checks, prompts for customers to update their details, or processes for correcting errors when they are identified.

Organisations must also not keep personal data longer than they need it. However, there are legitimate reasons to retain information for extended periods. Financial institutions often retain account records for a significant period after closure for regulatory compliance. Healthcare providers may need to keep medical records for many years. During this time, the duty to maintain accuracy still applies.

When data is no longer needed, it should be securely deleted or anonymised. Holding onto outdated information indefinitely increases the risk of errors and potential harm.

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Your right to check and correct your data

You have a legal right to find out what personal information an organisation holds about you. This is known as a subject access request. You can make this request in writing, by email, or sometimes through an online form provided by the organisation. You can also make requests by post or telephone if you do not have internet access.

The organisation must respond within one calendar month, starting from the day the request is received. They cannot charge a fee for the initial request, though a reasonable fee may apply if you ask for additional copies. If the request is complex or you have made multiple requests, they may extend the deadline by a further two months, but they must tell you why.

Once you have seen your data, you can ask for corrections if anything is wrong. This is called the right to rectification. The organisation must respond to your correction request within one month and either make the change or explain why they believe the data is accurate.

If you disagree with their decision, you can complain to the Information Commissioner's Office. The ICO is the independent body that oversees data protection in the UK and can investigate complaints about how organisations handle personal information.

Practical steps you can take

Keeping your own records accurate is partly within your control. When you move house, change your name, or update other details, let relevant organisations know promptly. Many allow you to update information through online accounts, customer service phone lines, or by post.

Check your credit report regularly. The three main credit reference agencies in the UK are Experian, Equifax and TransUnion. You can access a statutory credit report from each of them for free. Errors on your credit file can affect loan applications, so correcting them early is worthwhile.

If you spot a mistake in records held by a public body, such as the NHS or HMRC, contact them directly. Most have dedicated processes for handling data correction requests, including options for those who prefer to communicate by telephone or letter.

For detailed guidance on your rights and how to make requests, visit the ICO website at ico.org.uk. GOV.UK also provides information on data protection and how to raise concerns about the handling of your personal information.

The Next Step

Now that you have read through the advice above, you might want to put it into practice. Our Workplace Privacy Checker lets you describe what your employer is monitoring or asking for and find out whether it is lawful under UK privacy and data protection law. Try it now →