What to do if…
you discover an official record shows the wrong name, date of birth, or address and you need it corrected fast

What to do now

1. Get the exact wording of the wrong entry (today).
   Ask for (or download) the page/screen that shows the incorrect name/DOB/address, plus any reference numbers. If you only heard about it second-hand, ask what document/check/system it came from.

2. Work out who actually controls the record (the “data controller”).
   Write down: organisation name, department (if known), and what the record is used for (e.g., DBS certificate, police system, prison record, driving licence, passport, benefits, housing, court). Corrections usually must go to the team that owns the system.

3. If there’s an urgent consequence, ask for an interim safeguard immediately.
   In the same message/call, say:

   • “I’m disputing the accuracy of this record.”
   • “Please flag/annotate it as disputed and tell me what you can do now to reduce harm while it’s checked (for example, a note on file or a ‘correction pending’ confirmation).”
   • Ask whether they can avoid making a final decision solely on the disputed data until your evidence is reviewed.

4. Send a written correction request that is hard to misunderstand.
   Use one email/letter (even if you also call) with:

   • exactly what is wrong (quote it)
   • exactly what it should be
   • why it’s wrong (one sentence)
   • evidence attached (scan/photo)
   • your contact details and any case/reference numbers
     Ask for written confirmation they received it and who is handling it.

5. Use the UK right to rectification when it’s about personal data accuracy.
   You don’t need special wording, but it can help to state you are requesting correction of inaccurate personal data and you want their response in writing. Keep copies of everything you send.

6. If it’s one of these common records, use the dedicated process:

   • DBS certificate (mistake in personal details or records): raise a dispute using the DBS dispute process (there is a time limit from the certificate date).
   • Driving licence address/name: address changes have an online route; name changes use a different DVLA process and typically require additional evidence — use the DVLA “change name” route for that.
   • Police-held information: if you need a copy of what’s held on the Police National Computer (PNC), use the ACRO Subject Access Request route. If you need records from Scotland, the process can be different — use the Scotland-specific subject access route for the relevant body.
   • Passport error: if the issued passport itself is wrong, contact His Majesty’s Passport Office using their error/complaints routes for urgent correction.

7. Create a simple “evidence pack” you can reuse (10 minutes).
   One folder (paper or digital) containing:

   • a clear scan/photo of a primary identity document showing correct name/DOB
   • proof of address (if address is the problem)
   • a short timeline (what you discovered, when, and why it matters urgently)
     This reduces repeated explaining and speeds up escalations.

8. Escalate quickly but cleanly if they stall.
   If you don’t get a sensible response, ask for: a supervisor, the Data Protection Officer / information rights lead, and the formal complaints route. If needed, you can escalate to the UK data protection regulator (ICO) — but keep your first move focused on getting the organisation to correct it (or clearly mark it as disputed) with your evidence.