Free Subject Access Request Template

Under UK GDPR, you have the right to access all personal data your employer holds about you. Use this free template to request emails, HR notes, investigation records, and disciplinary files.

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How long does the employer have to respond?

Under UK GDPR Article 12, your employer has 1 month to respond. They can extend to 3 months if the request is complex. They cannot ignore it or refuse without good reason.

Can the employer charge me?

No. Since 2018, employers cannot charge for SARs in most cases. They can only charge for manifestly unfounded or excessive requests — a normal SAR is free.

What if the employer redacts everything?

Employers can redact information about third parties to protect privacy. Redacting information directly about you is a breach — complain to the ICO or ask the tribunal to order disclosure.

Should I send the SAR before or after ACAS conciliation?

Send it as soon as possible after dismissal, ideally before contacting ACAS. That gives the employer time to respond within 1 month while you have time to use the data before any tribunal hearing.

Do I still have rights to a SAR after I’ve left the company?

Yes. The right to access personal data applies to anyone, whether current or former employees.

Free Subject Access Request Template

Last updated April 2026

What a Subject Access Request Gets You

A Subject Access Request (SAR) under the UK GDPR gives you the right to copies of all personal data your employer holds about you. This includes:

This data can be crucial for your tribunal claim. It often reveals what your employer knew, when they knew it, and what they discussed about you before or after your dismissal.

Your employer has 1 month to respond. They cannot charge you for this request (since 2018).

Copy this template and adapt it for your situation. Send it to your employer's Data Protection Officer or HR department.

[Your name] [Your address / email address] [Date] Data Protection Officer / HR Department [Company name] [Company address] Dear Sir/Madam, Subject Access Request — [Your full name] — [Your employee number if known] I am writing to make a Subject Access Request under Article 15 of the UK General Data Protection Regulation (UK GDPR) and Section 45 of the Data Protection Act 2018. I request a copy of all personal data held by [Company name] relating to me, including but not limited to: 1. All emails in which I am mentioned or which were sent to or from my work email account 2. All HR records, personnel files, and employment records 3. All notes, minutes, and records of any meetings or conversations about me 4. All disciplinary or grievance records, including investigation notes and interview records 5. All performance review records and appraisal notes 6. All communications between HR, management, or any third parties about my employment or dismissal 7. All data held in any HR or payroll software systems relating to me 8. Any recordings (audio or video) in which I appear or am discussed Please confirm within one month whether you hold personal data relating to me, and provide copies of all such data. If you require any clarification of this request or proof of my identity, please contact me at [email/phone]. Yours faithfully, [Your full name] [Date]

Copy this template and adapt it for your situation.

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How Subject Access Requests Help Your Claim

Evidence of decisions and timelines

Emails and notes often show when decisions were made, who was involved, and what was discussed. This can contradict an employer's story about why you were dismissed.

Discrimination evidence

If you are claiming discrimination, a SAR can reveal whether your employer treated you differently from others. Comparative pay data, promotion decisions, and disciplinary outcomes are often found in these records.

Investigation quality

If you were dismissed following an investigation, the SAR shows what was investigated, who was interviewed, and what evidence was considered. This can prove the investigation was inadequate.

What to do if employer refuses

If your employer refuses or ignores your SAR, you can complain to the Information Commissioner's Office (ICO). You can also ask the tribunal to order disclosure of the information. This strengthens your tribunal claim.

Under UK GDPR Article 12, your employer has 1 month to respond. They can extend this to 3 months if your request is complex. They cannot ignore it or refuse without good reason.

No. Since 2018, employers cannot charge for Subject Access Requests in most cases. They can only charge in exceptional circumstances (manifestly unfounded or excessive requests). A normal SAR is free.

Employers can redact information relating to third parties (other employees) to protect privacy. However, if the employer redacts information directly about you, this is a breach. Complain to the ICO or ask the tribunal to order disclosure.

Send it as soon as possible after dismissal, ideally before contacting ACAS. This gives you 1 month to get the data while the employer still has time to respond. Having the data before a tribunal hearing is valuable.

Do I still have rights to a SAR after I have left the company?

Yes. You have the right to access personal data even after you have left employment. The GDPR right to access applies to anyone, whether current or former employees.

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