Subject access request made by employee: Example 2

The General Data Protection Regulation 2018 gives you the right to ask your employer to give you all the information it holds on or about you, whether it’s in paper or electronic (ie computer-based) form. In order to get this information you need to make what’s called a Subject Access Request (SAR).

SARs are one way of acquiring useful information to support any dispute you may be having with your employer. They may also divulge information which can strengthen your hand if you are negotiating for a settlement.

For further details on when and how to make an SAR, have a look at our article on the subject.

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[Employer address]

PRIVATE AND CONFIDENTIAL

Dear Sir or Madam

Subject access request

By way of this letter, I, [Your name] would like to make a subject access request as follows.

Please supply the information about me that I am entitled to under the General Data Protection Regulation (2018) relating to my performance since [Date] to [Date] and including the decision to make my role redundant and my selection for redundancy. I would like access to the following:

My personnel file;
Any memoranda and notes taken (including handwritten notes) at any meeting where my role was discussed
Emails, or any form of instant messaging or text message communication, between [names] (including personal emails to the extent that they were used for work purposes)

In conducting a search, please ensure that search terms include my full name, my initials or any name or variation that might be used by any of the above people to identify me.

If you do not disclose any of the above documents, please confirm that a search has been conducted and that no results have been found. I may in future ask to see the search terms used and the results of the searches carried out.

I shall look forward to your written response as soon as possible, and certainly no later than one calendar month, as specified by the General Data Protection Regulation.

Should you want further information on dealing with subject access requests, the Information Commissioner’s Office can assist you (telephone: 0303 123 1113 or at ico.org.uk).

Yours faithfully

[Your name]