How do I request a copy of my records?

Posted by: Ryan Jarvis - Posted on:

One of the many enquiries we receive through the casework mailbox concerns access to data from government and criminal justice departments.

We have provided a draft template below which you can modify and use for your personal use when requesting copies of records held by an organisation.

We hope you find this letter template useful. It would be great to hear your feedback as to whether the template has helped you to gain access to your records.

Non-urgent advice: Template Letter for Requesting Disclosure of Records

[ADDRESSEE]
[ADDRESS LINE 1]
[ADDRESS LINE 2]
[POSTCODE]

[DATE]

Dear [NAME OF ADDRESSEE],

Data subject access request under the UK General Data Protection Regulation

I am writing to make a data subject access request pursuant to Article 15 of the UK General Data Protection Regulation.

[EXPLAIN HERE IN WHAT CAPACITY THE ORGANISATION KNOWS YOU].

I understand that you hold and process data about me.

SCOPE OF MY REQUEST

[This is a general request that relates to any personal and/or sensitive data processed by or on behalf of [NAME OF ORGANISATION]. To help you comply with the request, you should know that it is likely that personal and/or sensitive data is held relating to the following matters:

[SET OUT MATTERS]

OR 

Although [NAME OF ORGANISATION] processes a wide range of personal data about me, this request is confined to data concerning:

· The decision to [SUBJECT MATTER].

· Allegations about [SUBJECT MATTER].

· [OTHER].]

LOCATING THE PERSONAL DATA

I envisage that a number of individuals may process personal data in connection with the above. Some of the data processed will be held in the form of sent and received emails and word-processed documents. 

Presumably these can be identified through the use of search tools.

In relation to emails, you may limit the search to emails between [NAMES] during the period [DATES]. However, in relation to [SUBJECT MATTER] please ask [NAMES] whether any of them is aware of others who are likely to have exchanged emails containing personal and/or sensitive data relating to me. If so, please let me know who those others are and search the emails of anyone that any of them identifies as well as those individuals mentioned above.

REQUEST FOR FURTHER INFORMATION

[I have mentioned above those individuals who I believe may have processed data about me. Amongst other aspects, I am concerned about how the [SUBJECT MATTER, FOR EXAMPLE, ASSESSMENT EXERCISE, RISK ASSESSMENT EXERCISE] was carried out. Please could you let me know which individuals were involved in decision-making in relation to that process so that I can decide whether to make a more specific subject access request in relation to that situation].

VARIANT EXPRESSIONS OF MY NAME

My full name is spelled [NAME]. However, I have found people using a number of variant spellings including [VARIATIONS]. I am also referred to as [NICKNAMES]. I would like you to search for each of these variations, particularly when searching email records and other word-processed documents.

INFORMATION TO SUPPLY

Once you have identified personal data within the scope of this request, please provide a copy of the information constituting personal data and also:

· Provide a description of the data and the categories of personal data concerned.

· Explain the purposes for which the data is processed.

· Identify the source or sources of the data.

· Set out to whom the data has been disclosed or may be disclosed, in particular recipients in third countries or international organisations.

· Set out, where possible, the envisaged period for which the data will be stored, or, if not possible, the criteria used to determine that period.

· State whether there has been any automated decision-making using the data, including profiling, and if so, any meaningful information about how it was based, as well as the significance and the envisaged consequences for me of such processing.

CONFIRMATION OF IDENTITY

Although I assume you are aware who I am, to avoid any doubt or delay I enclose a copy of my [driving licence] [passport] to confirm my identity.

I look forward to hearing from you in relation to the above within one month of receipt.

Yours faithfully,

………………………………………………………

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Last Updated 20th September 2021