In order to exercise the above rights, as regards the records held by the Police, the following procedure is used:
1. Written request (by letter or use of form Ast.195)
The request is made in written form by the subject or by his/her authorized representative, by letter to the Data Controller (Chief of Police), in which he/she explains briefly and in understandable language the right, he/ she wants to exercise.
Instead of a letter, for convenience purposes, the form Ast.195 (attached in pdf format, below), can be used, which must be completed and submitted accordingly.
2. Request Details
The letter should include the following information:
(a) Name of the subject
(b) Identity Card or Passport Number or Aliens Registration Number (ARC).
3. Supplementary Documents
(a) The request must be accompanied by the necessary supplementary documents for the purpose of verifying the identity of the person to whom the request relates, ie a copy of the Identity Card or Passport or Alien Registration Card.
(b) If the request is made through a representative, the request must be accompanied, in addition to the proof of identity document of the person concerned in the request (see paragraph (a) above), by a relevant proof of representation, ie: the lawyer's power of attorney or power of attorney with relevant certification of the authorizer's signature (by a competent certifying person).
4. In case the request concerns a minor
In case the request concerns a minor, it should be submitted by the person exercising parental care or guardianship of the minor (as the case may be). When custody of a minor is exercised jointly, the request may be submitted by one parent, but it must be signed by both parents nevertheless.
It is noted that in case there are reasonable doubts about the identity of the person submitting the request, the Police may request the provision of additional information to confirm his/her identity.
5. How to submit a request
The written request can be submitted:
- by hand at any Police Station,
- by post to the address: Chief of Police, Antistratigou Evangelou Floraki Street, Police Headquarters, 1478 Nicosia,
- via e-mail, to the email address: email@example.com,
- by fax, to the number: 22808598
6. Electronic submission of a request
The electronic submission of the request (- email) is acceptable, only when all the required documents are attached therein (letter or form Ast.159 and supplementary identification documents), scanned and properly signed.
The request is submitted without any financial cost.
In case of manifestly unfounded or excessive requests, the Police may request the payment of a reasonable fee, or refuse to respond to the request.
8. Request examination period
The request will be evaluated as soon as possible and when possible, within one month from the receipt of the request. The evaluation period can be extended by two more months.