(Insert own address)
(Insert date)
(Insert organisation address [if applicable])
To the [for public bodies address the letter to ‘the data controller’, for private bodies address the letter to the ‘data compliance and protection team’]
Re: (insert your name and current address)
I am writing to make a subject access request under the Data Protection Act 1998 for any personal information you hold about me (you should include specific details about the information you require here).
(Insert any information you feel is relevant and would help the organisation you are writing to to locate your information. You will also need to confirm your identity in some way: for example, if writing to your employer include your payroll number; a hospital then include your NHS number; other organisations may require a copy of formal I.D such as your driving license or passport)
Please inform me, prior to processing this request, if you require a fee to be paid.
I understand that I am entitled to a response within forty working days. I would be grateful if you could confirm this request by email [or request by post if you do not have an email address] as soon as possible. Please send acknowledgement to [insert email address or postal address]. If you have any queries or questions then please contact me on (insert email address or postal address).
Yours faithfully,
(Insert own name)
Big Brother Watch Top Tips
1. Try and include as much information as possible in your letter that you feel would help the organisation to locate all the data that you are requesting. This will help speed up their response.
2. Try and send your request by recorded delivery. This will provide you with proof that your letter has been received.
3. Make sure you keep a copy of the letter and any correspondence that you receive.
4. An organisation is within their right to charge a fee for retrieving this information, however usually that fee may be no more than £10. There are some exceptions, such as health records which are charged at a higher fee, so be sure to request information about all fees that will be incurred.
5. You can request the response to your letter to be in electronic or paper format.
6. If you can, read the organisation’s Privacy Policy which may highlight who you should address your letter to.
7. You can contact the Information Commissioner’s Office if you experience any difficulties in getting your information. You can contact them at www.ico.gov.uk or 08456 306060
www.bigbrotherwatch.org.uk
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