Accessibility |

How to request personal data

Access to your own personal data held by COPFS can be requested, under the subject access provisions of the Data Protection Act 2018, by submitting a Subject Access Request form together with two forms of identification to: This email address is being protected from spambots. You need JavaScript enabled to view it.

Please note that your personal data can only be disclosed by Subject Access Request and is exempt from disclosure under the Freedom of Information Scotland Act.


Subject Access Request (SAR) form

Alternatively, you can write to the:

Response and Information Unit (RIU)
Policy & Engagement
Crown Office
25 Chambers Street
Edinburgh EH1 1LA

Case retention periods and routine destruction of records:

In accordance with the Data Protection Act 2018, it is our practice not to retain personal information in cases for longer than we require it for business purposes.

Case retention periods are set out in Chapter 6 of our Records Management Manual.

Please note that we do not retain information about death cases, which have not been the subject of criminal proceedings, for longer than 5 years.

 Covid-19: In these unprecedented times, COPFS will focus on its essential tasks in line with its core purpose to prosecute crime and investigate sudden and unexpected deaths. As a result, this may have an effect on our ability to respond within 20 working days, however we aim to respond within our published timescales.

Historical requests – Incident occurred 10 years or more

If you request is regarding a case where the incident was more than 10 years ago, these papers may be stored at the National Records Scotland (NRS) in line with the COPFS case retention periods which are set out in Chapter 6 of our  Records Management Manual. As a result of the advice from the UK and Scottish Governments to delay the spread of the coronavirus (COVID-19), NRS have taken the decision to close buildings and restrict non-critical services. Until this situation changes NRS will not have access to any of these records and will be unable carry out a retransmission of any records to COPFS. You may wish to postpone your request for at least 3 months or until the NRS sites are open. Find out more about the NRS closure on their website.