Requesting private data and proof of identity

Some data is only available to the person who is the subject of the data. If you are requesting private data about yourself, we require proof of your identity before responding to your request.

You may voluntarily authorize a representative to access your private data to conduct business on your behalf. Authorized representatives could be attorneys or insurance agents, or anyone that wouldn’t automatically have legal rights to access your private data. If someone other than you requests your private data, the City requires documentation proving that the requestor is authorized to receive that data.

If you are requesting private data, you must show either that:

• The data is about you
• You are authorized to receive the data

Adults must provide a valid photo ID, such as:

• State driver’s license
• Military ID
• Passport
• Minnesota ID
• Minnesota tribal ID

A minor requesting data may also use a Minnesota school ID.

How to provide documentation

We will only ask you for documentation if we require it to process your request.

It is easier for us to contact you if you submit your request online.

You can provide the required documentation in two ways:

• Bring it in person to the Public Service Building located at 505 4th Ave S.
• Send an electronic copy of a document
  • An electronic copy can be clear photo of a document or a file, like a PDF.
  • Contact the agent processing your request so they can send you a secure link to upload your documents. 
  • Do not send copies of your ID by email.

Accessing private data about yourself

You can access your own data by providing one of the following documents:

• A valid, government-issued photo ID
• A minor may use a valid, Minnesota school ID
• A notarized affidavit of identity

Download and complete an affidavit of identity

Accessing private data about someone else

You can access someone else’s data by providing proof that you are authorized to receive the data. 

Parents or guardians of a minor

Parents or guardians of a minor may access private data about the minor. You must provide documents showing your identity and establishing your relationship to the child. If you do not have one of the following, please contact the city staff processing your request to determine what documents may be accepted.

1. Documents establishing the relationship to the child are:
   • A copy of the minor’s birth certificate
   • A court order relating to divorce, separation, custody, or foster care
   • A foster care contract
2. Your valid, government-issued photo ID showing you are the parent or guardian OR a notarized affidavit of identity

Legal guardians of an individual

Legal guardians of an adult individual may access private data about the individual. To document the relationship, you must provide:

1. A certified copy of formal or informal appointment as guardian, such as:
   • Court order(s)
   • Valid power of attorney
2. Your valid, government-issued photo ID OR a notarized affidavit of identity

Court Order

A court order may authorize you to obtain specific data about another individual. Common examples include family mediators, advocates for children, or guardians ad litem. Persons with court-ordered access must provide:

1. The court order(s) indicating the identity of persons authorized to access the individual’s private data and the scope of the access
2. A valid, government-issued photo ID OR a notarized affidavit of identity

Authorized representative

Authorized representatives include attorneys or insurance agents, or anyone that wouldn’t automatically have legal rights to access your private data. Access is limited to the persons or entities and the data indicated in the release. An authorized representative must provide:

1. An authorization to release private data, which includes all of the following:
   • The name of the data subject
   • A description of the data
   • The data subject’s valid, government-issued photo ID OR a notarized affidavit of identity
2. Proof of identity for the person receiving the private data. This may include one of the following:
   • The representative's valid photo ID
   • A letter of representation (for a law firm or insurer)
   • Other proof, with prior permission of the City

Anyone with the data subject’s permission may request private data on their behalf. 

Accessing private data about deceased persons

You may access private data about a deceased person in certain circumstances. For example, a personal representative of someone's estate may access private data about that person.

You must provide:

1. Documents establishing your relationship to the deceased, which may include:
   • Court-issued document appointing you as personal representative of the estate
   • Birth certificate as proof of parental relationship
   • Marriage certificate as proof of spousal relationship
2. Death certificate (or other notice of death, with prior permission of the City)
3. Your valid, government-issued photo ID OR a notarized affidavit of identity

If you have questions about whether you have access to a deceased person’s private data, ask the agent handling your data request or contact us.

Video data

Requests for video data may require that you submit a copy of a photo ID, so that your image can be identified in the video.

Generally, your photo ID will serve this purpose, but in some cases we may need another image.