Subject access request response template

  • Customisable to your needs
  • Quick and easy to complete
  • UK GDPR compliant

A subject access request is a request made by an individual for a copy of any personal data you hold about them, or for information about where you got that data from or what you use it for. This template letter can be used to help you to respond to subject access requests received by your business.

Individuals have the legal right to request information from you about personal data you hold about them and to have access to that data. It’s important that you respond to any requests they make properly and within set legal deadlines (usually one month).

You can also get this Subject access request response template as part of the Data subject request toolkit.

Q&A

  • When should I use this document?

    You should use this document if you receive a subject access request from an individual about personal data that you hold about them. You can use it whether the individual is requesting a copy of that data or whether they are asking for information about what you do with it.

    This template will help you to respond to the request in full and to include any relevant information that you are required to provide, ensuring that you comply with your data protection obligations at all times.

  • What does this document cover?

    This document will produce a letter for your business to use to respond to a subject access request from an individual whose data you are processing. The response includes:

    • a confirmation that you are processing their personal data;

    • the requested information about your processing activities or, if requested, a copy of the individual’s personal data;

    • confirmation that some of the information has been redacted (if relevant); and

    • if relevant, whether your business has a legitimate reason not to provide some or all of the data and, if so, what that reason is.

  • Why do I need this document?

    When you receive a request from an individual about their personal data, you usually must respond within one month. Ignoring such a request, or failing to reply adequately can lead to sanctions from the ICO and (in the worst cases) significant fines.

    This document will keep you on the right side of data protection law by helping you to respond promptly and fully to any subject access requests received by your business.

  • Where can I find out more?

    For detailed guidance about subject access requests, including how to respond, see our Q&A on subject access requests.

    For a list of all the steps your business should take when it receives a subject access request, see our checklist for responding to a subject access request.

    To find out more about how your business can prepare for receiving requests from individuals about their personal data, see our Q&A guidance on what data subject request policies and procedures you should put in place. For a template policy that you can customise for your business, see our Data subject request policy.

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