Subject access request: Example 3

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.

[Your address]

[Your phone number]

[Date]

[Employer name]

[Employer Address]

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 information about me 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.

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 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

Yours faithfully

[Signature]

020 7717 5259

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