Inspection, rectification or erasure of data or requesting a file
Would you like to inspect your data or have them rectified or erased? Or would you like to request a copy of a file? We will help you find the correct information for submitting a request to this end. Identification is mandatory. You must clearly indicate what you want in your request.
General Data Protection Regulation (GDPR request)
The GDPR applies to all organisations that process personal data.
You should submit a digital GDPR request if you:
- want to know what personal data we collect from you and how we use them;
- want to amend or supplement personal data because they are incomplete or incorrect;
- want to have personal data erased;
- want to restrict (temporarily cease) the use of personal data;
- want to give your personal data to a different organisation;
- want to object to the processing of certain personal data.
Contact point RIEC Northern Netherlands
If you want to ask the Regional Information and Expertise Centres (RIEC) questions about your personal data, go to the Contact point RIEC Northern Netherlands page.
Police Data Act (Wpg request)
The Wpg applies to the processing of personal data by the local authority’s special investigating officers (Boas).
You should submit a Wpg request if you:
- want to know what personal data we collect and how we use them;
- want to amend or supplement personal data because they are incomplete or incorrect;
- want to have personal data erased.
Other requests
If you do not wish to submit a GDPR request or a Wpg request, but you do have a question about personal data or would like to request a copy of your file, please continue reading to find out what requests you can submit.
Requesting your own file
Request a copy online. We will remove the personal data of others. Like you, they are entitled to their privacy.
Inspecting your data or having your data rectified
You can inspect your data on the MijnOverheid website. For example, concerning your:
- Identity: your data, family and proof of identity.
- Finances: your income, tax assessments, contributions and taxes.
- Work: your pension, labour data and benefits.
- Health: donor register and personal care budget.
- Residence: your energy label, and land registry and Valuation of Immovable Property Act data.
- Transport: your vehicles.
- Education: your diplomas and student finance/student debt.
- Organisations: with whom and for what purposes your personal data are shared.
You will also see with which organisations your personal data are shared and for what purposes.
Questions about how your personal data are used
Contact the organisation that receives your personal data. MijnOverheid cannot answer any questions on this subject. You will find the contact details on the organisation’s website.
Having personal data rectified
For example, data on your birth, removal, marriage or departure abroad. You will find more information on the Viewing or changing personal data in the Key Register of Persons (BRP) page.
Help rectifying an error in your data
Are you unable to find a solution with the organisation? Contact the Errors in Government Registrations Reporting Point (MFO). This reporting point is part of the National Office for Identity Data (RvIG). The MFO will help you rectify any errors in government registrations.
Proof that you reside in the City of Leeuwarden
Request an extract from the Key Register of Persons. You can find more information on the Extract from the Key Register of Persons (BRP) page.
A certificate of birth, marriage, divorce, registered partnership or death
Request an extract from the civil registry. You can find more information on the Extract from the civil registry page.
Requesting access to documents that are not in the public domain
If so, you can make a request under the Open Government Act (Woo). You can find more information on the Submit or view a Woo request page.
Viewing someone else’s permit or building file
Building files and permits can be viewed at the town hall or at the Historical Centre Leeuwarden (HCL). Where you do this depends on the year of the files. You will find more information under Permit or construction file.
Unable or unwilling to submit a digital GDPR or Wpg request
Make an appointment with a Privacy Officer of the City of Leeuwarden. Bring a valid proof of identity. A copy is not sufficient.
Are you writing a letter? Include an officially legalised copy of your proof of identity or an authenticated statement of your driving licence. You can request this from the municipality where you are registered. A copy is not sufficient.
Authorising someone to submit your GDPR or Wpg request
Provide a written authorisation and a copy of a valid proof of identity for both you and the authorised party. Just a copy of the authorisation is not sufficient.
The authorisation must include the following:
- your name and complete address;
- the purpose of the authorisation, addressed to the City of Leeuwarden;
- details of the authorised party (such as name, address, organisation);
- signatures and the date of signature of you and the authorised party.
Submitting a request on someone else’s behalf
If you want to submit a request on behalf of your child or foster child, this is only possible if your child is younger than 16 years old and you hold parental authority.
If you are under curatorship, only your legal representative can use your privacy rights.
With regard to fiduciary administration or a protection order, your rights depend on your situation.
Processing a GDPR or Wpg request
We will first verify your identity and whether you have clearly indicated what you want. Some examples:
- Checking what personal data we use in administering benefits.
- Correcting your data in a system.
- Erasure of a specific file.
You should also clearly indicate the period concerned. Some examples:
- An application you submitted in January 2020.
- The data in a specific file from March 2022 to September 2024.
The right to inspect your data does not mean you will receive a copy of documents or a file. Do you want one anyway? In that case, submit a Woo request or a request for a copy of a file.
Have you provided all the information we need? And does your request meet all the requirements? In that case, we will process your request within 1 month (GDPR), 6 weeks (Wpg inspection) or 4 weeks (Wpg rectification or erasure).
In specific cases, we may need more time to deal with your request, for example because it is especially difficult. In such cases, we may extend this period by a maximum of 2 months (GDPR) or 4 weeks (Wpg inspection). We will notify you of this as soon as possible.
Insufficient information
In some cases, we may be unable to start processing a request, for example because we have not received sufficient information. You will then be given several weeks to supplement your request. For example, you may still need to identify yourself or more clearly state the reason for your request.
Confirmation of receipt
You will always receive a confirmation of your GDPR or Wpg request.
If you submit the request using your DigiD, you can indicate that you would like to receive a confirmation of receipt via email.
Did you submit the GDPR or Wpg request using a different method? And have you still not received a confirmation of receipt after 1 week? Contact us.
The decision on your GDPR or Wpg request
As the final step, you will receive a decision from us. The decision will indicate how we dealt with your GDPR or Wpg request. If we have not or not fully complied with your request, we will explain why. Some examples:
- The request does not meet the requirements. For example, we are unable to identify you, the request is too general, you have requested something you are not entitled to or we are not permitted to erase the data.
- The request is ‘excessive’. You can make a maximum of 2 GDPR or Wpg requests per year related to the same subject or the same matter.
- The request constitutes an abuse of rights. You can view your personal data to check whether they have been properly registered. However, you cannot use that right to obtain more information in different proceedings (legal or otherwise), for example.
- The request will have disadvantageous consequences for the protection of the rights and freedoms of others.
- The request relates to ongoing objection proceedings or appeal proceedings.
- The request constitutes a threat to national security, public safety, the prevention, investigation and prosecution of criminal offences or the imposition of punishments.
Do you disagree with our decision? Submit an objection.
More information
Go to the page Privacyverklaring.
General Data Protection Regulation (GDPR request)
The GDPR applies to all organisations that process personal data.
You should submit a digital GDPR request if you:
- want to know what personal data we collect from you and how we use them;
- want to amend or supplement personal data because they are incomplete or incorrect;
- want to have personal data erased;
- want to restrict (temporarily cease) the use of personal data;
- want to give your personal data to a different organisation;
- want to object to the processing of certain personal data.
Contact point RIEC Northern Netherlands
If you want to ask the Regional Information and Expertise Centres (RIEC) questions about your personal data, go to the Contact point RIEC Northern Netherlands page.
Police Data Act (Wpg request)
The Wpg applies to the processing of personal data by the local authority’s special investigating officers (Boas).
You should submit a Wpg request if you:
- want to know what personal data we collect and how we use them;
- want to amend or supplement personal data because they are incomplete or incorrect;
- want to have personal data erased.
Other requests
If you do not wish to submit a GDPR request or a Wpg request, but you do have a question about personal data or would like to request a copy of your file, please continue reading to find out what requests you can submit.
Requesting your own file
Request a copy online. We will remove the personal data of others. Like you, they are entitled to their privacy.
Inspecting your data or having your data rectified
You can inspect your data on the MijnOverheid website. For example, concerning your:
- Identity: your data, family and proof of identity.
- Finances: your income, tax assessments, contributions and taxes.
- Work: your pension, labour data and benefits.
- Health: donor register and personal care budget.
- Residence: your energy label, and land registry and Valuation of Immovable Property Act data.
- Transport: your vehicles.
- Education: your diplomas and student finance/student debt.
- Organisations: with whom and for what purposes your personal data are shared.
You will also see with which organisations your personal data are shared and for what purposes.
Questions about how your personal data are used
Contact the organisation that receives your personal data. MijnOverheid cannot answer any questions on this subject. You will find the contact details on the organisation’s website.
Having personal data rectified
For example, data on your birth, removal, marriage or departure abroad. You will find more information on the Viewing or changing personal data in the Key Register of Persons (BRP) page.
Help rectifying an error in your data
Are you unable to find a solution with the organisation? Contact the Errors in Government Registrations Reporting Point (MFO). This reporting point is part of the National Office for Identity Data (RvIG). The MFO will help you rectify any errors in government registrations.
Proof that you reside in the City of Leeuwarden
Request an extract from the Key Register of Persons. You can find more information on the Extract from the Key Register of Persons (BRP) page.
A certificate of birth, marriage, divorce, registered partnership or death
Request an extract from the civil registry. You can find more information on the Extract from the civil registry page.
Requesting access to documents that are not in the public domain
If so, you can make a request under the Open Government Act (Woo). You can find more information on the Submit or view a Woo request page.
Viewing someone else’s permit or building file
Building files and permits can be viewed at the town hall or at the Historical Centre Leeuwarden (HCL). Where you do this depends on the year of the files. You will find more information under Permit or construction file.
Unable or unwilling to submit a digital GDPR or Wpg request
Make an appointment with a Privacy Officer of the City of Leeuwarden. Bring a valid proof of identity. A copy is not sufficient.
Are you writing a letter? Include an officially legalised copy of your proof of identity or an authenticated statement of your driving licence. You can request this from the municipality where you are registered. A copy is not sufficient.
Authorising someone to submit your GDPR or Wpg request
Provide a written authorisation and a copy of a valid proof of identity for both you and the authorised party. Just a copy of the authorisation is not sufficient.
The authorisation must include the following:
- your name and complete address;
- the purpose of the authorisation, addressed to the City of Leeuwarden;
- details of the authorised party (such as name, address, organisation);
- signatures and the date of signature of you and the authorised party.
Submitting a request on someone else’s behalf
If you want to submit a request on behalf of your child or foster child, this is only possible if your child is younger than 16 years old and you hold parental authority.
If you are under curatorship, only your legal representative can use your privacy rights.
With regard to fiduciary administration or a protection order, your rights depend on your situation.
Processing a GDPR or Wpg request
We will first verify your identity and whether you have clearly indicated what you want. Some examples:
- Checking what personal data we use in administering benefits.
- Correcting your data in a system.
- Erasure of a specific file.
You should also clearly indicate the period concerned. Some examples:
- An application you submitted in January 2020.
- The data in a specific file from March 2022 to September 2024.
The right to inspect your data does not mean you will receive a copy of documents or a file. Do you want one anyway? In that case, submit a Woo request or a request for a copy of a file.
Have you provided all the information we need? And does your request meet all the requirements? In that case, we will process your request within 1 month (GDPR), 6 weeks (Wpg inspection) or 4 weeks (Wpg rectification or erasure).
In specific cases, we may need more time to deal with your request, for example because it is especially difficult. In such cases, we may extend this period by a maximum of 2 months (GDPR) or 4 weeks (Wpg inspection). We will notify you of this as soon as possible.
Insufficient information
In some cases, we may be unable to start processing a request, for example because we have not received sufficient information. You will then be given several weeks to supplement your request. For example, you may still need to identify yourself or more clearly state the reason for your request.
Confirmation of receipt
You will always receive a confirmation of your GDPR or Wpg request.
If you submit the request using your DigiD, you can indicate that you would like to receive a confirmation of receipt via email.
Did you submit the GDPR or Wpg request using a different method? And have you still not received a confirmation of receipt after 1 week? Contact us.
The decision on your GDPR or Wpg request
As the final step, you will receive a decision from us. The decision will indicate how we dealt with your GDPR or Wpg request. If we have not or not fully complied with your request, we will explain why. Some examples:
- The request does not meet the requirements. For example, we are unable to identify you, the request is too general, you have requested something you are not entitled to or we are not permitted to erase the data.
- The request is ‘excessive’. You can make a maximum of 2 GDPR or Wpg requests per year related to the same subject or the same matter.
- The request constitutes an abuse of rights. You can view your personal data to check whether they have been properly registered. However, you cannot use that right to obtain more information in different proceedings (legal or otherwise), for example.
- The request will have disadvantageous consequences for the protection of the rights and freedoms of others.
- The request relates to ongoing objection proceedings or appeal proceedings.
- The request constitutes a threat to national security, public safety, the prevention, investigation and prosecution of criminal offences or the imposition of punishments.
Do you disagree with our decision? Submit an objection.
More information
Go to the page Privacyverklaring.