If you want to know what information your employer holds on or about you, then you can find out by making a ‘subject access request’. You have this right under the General Data Protection Regulation 2018 and it includes access to information held in paper form, as well as in electronic form. So, importantly, it includes media such as emails and information held in internal messaging systems.
A carefully thought out subject access request and your employer’s response to it can provide helpful evidence in any dispute you may be having with your employer, and/or to help in any negotiations you may be having with them.
For further practical information and guidance on making a subject access request, see our full article on the subject.
Download template and join newsletter:
[Your phone number]
Dear Sir or Madam
Subject access request
[Your full name and any other details to help identify you and the information you want.]
Please supply the following information about me that I am entitled to under the General Data Protection Regulation (GDPR) 2018 relating to: [give specific details of the information you want]
- my personnel file;
- emails between [Name] and [Name] (between [Date] and [Date]);
- my medical records (between [Year] & [Year]) held by Dr [Name] at [Hospital Name] hospital;
- CCTV camera situated at ([Location name] location) on [Date] between [Time] and [Time];
- copies of statements (between [Year] & [Year]) held in account number [Account number]).
If you need any more information from me, or a fee, please let me know as soon as possible.
For your information, a response to a subject access request made under the General Data Protection Regulation (2018) must be made as soon as possible and no later than one calendar month.
If you do not normally deal with these requests, please pass this letter to your Data Protection Officer. 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