Subject access request: Example 1

A subject access request is a right under the General Data Protection Regulation 2018 (formerly the Data Protection Act) to request all information that your employer holds, which relates to you. Importantly it includes the right to request information contained on your employer’s computer system – so if your manager has been emailing people about you, you are entitled to see this information.

A subject access request may be useful to obtain valuable evidence in reference to your dispute and/or strengthen your negotiation with your employer.

For more information about making a subject access request, read our full article.

 

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PRIVATE AND CONFIDENTIAL

[Employer]

[Date]

Dear Sir or Madam

Subject Access Request

I, [Your name], make the following request:

Under the General Data Protection Regulation (2018) please supply copies of all correspondence, emails, letters, instant messenger, text, WhatsApp, data and other records relating to:

[1] my performance from [Date] to date

[2] my sickness absences and my health from [Date] to date

[3] the decision to consider my role for redundancy

[4] any offer to be made to me by way of a redundancy or other settlement package

[5] any discussions between staff at Employer between [Date] and [Date] regarding me leaving

[6] my contract of employment

and I would like access to the following:

  • My personnel file;
  • Any memoranda and notes taken (including handwritten notes) at any meeting where the above was discussed
  • Emails, or any form of instant messaging or text message communication, between [individuals at employer]. (including personal emails to the extent that they were used for work purposes)

In conducting a search, please ensure that search terms include for my full name, my initials, the short name or any name or variation that might be used by any of the above people to identify me.

In the event that you do not disclose any of the documents mentioned above, I would be grateful if you could confirm that a search has been conducted and no results have been found. I may in due course, request sight of the search terms that were used and the results of the searches conducted.

It may be helpful for you to know that a request for information under the General Data Protection Regulation 2018 should be responded to within 40 days.

If you need advice on dealing with this request, the Information Commissioner’s Office can assist you and can be contacted on 0303 123 1113 or at ico.org.uk

Yours faithfully,

[Your name]

020 7717 5259

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