Subject Access Request

Personal information collected from you by this form, is required to enable your request to be processed, this personal information will only be used in connection with the processing of this Subject Access Request.

The form is accessible here for download and printing purposes Subject Access Request Form

Subject Access Requests – Right of Access 

The right of access gives individuals the right to obtain a copy of any personal information that is held about them. An individual is only entitled to their own personal data, and not to information relating to other people (unless the information is also about them or they are acting on behalf of someone). Therefore, it is important that you establish whether the information requested falls within the definition of personal data.

In addition to a copy of their personal data, you also have to provide individuals with the following information

  • the purposes of your processing;
  • the categories of personal data concerned;
  • the recipients or categories of recipient you disclose the personal data to;
  • your retention period for storing the personal data or, where this is not possible, your criteria for determining how long you will store it;
  • the existence of their right to request rectification, erasure or restriction or to object to such processing;
  • the right to lodge a complaint with the ICO or another supervisory authority;
  • information about the source of the data, where it was not obtained directly from the individual;
  • the existence of automated decision-making (including profiling); and
  • the safeguards you provide if you transfer personal data to a third country or international organisation.
  • You may be providing much of this information already in your privacy notice.

 

Subject access requests can be made verbally or in writing. It is important that you verify the identity of the individual making the request before releasing any information. If a SAR is made by a third party/ on behalf of an individual it is particularly important to check that the person making the request has the appropriate authority to do so.

Subject Access Requests can now be made free of charge. In some circumstances you can refuse to comply with a SAR if you consider the request to be manifestly unfounded or excessive. If you consider this to be the case you can:

  • request a “reasonable fee” to deal with the request; or
  • refuse to deal with the request.

In either case you need to justify your decision.

For further guidance on Subject Access Requests please visit: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-of-access/