How do I make a Subject Access Request (SAR)?

Under the General Data Protection Regulation (GDPR), you have the right to access your personal data through a Subject Access Request (SAR). This guide explains how to exercise this important privacy right.

What is a Subject Access Request? A SAR enables you to:

• Confirm whether we're processing your personal data
• Access a copy of your personal data
• Receive information about how we use your data
• Verify the lawfulness of our data processing
• Check the accuracy of data we hold
• Identify sources and recipients of your data

What Information Will You Receive?

1. Your Personal Data:

• Identity and contact information
• Account and profile data
• Transaction and payment history
• Communications and correspondence
• Technical data (IP addresses, device info)
• Preferences and settings
• Any special category data we process

2. Processing Information:

• Purposes of processing your data
• Categories of personal data
• Recipients or categories of recipients
• Retention periods or criteria
• Your rights (rectification, erasure, etc.)
• Right to lodge a complaint with the ICO
• Source of data (if not collected from you)
• Any automated decision-making or profiling

How to Make a SAR

1. Prepare Your Request:
   • Clear statement: "I am making a Subject Access Request under GDPR"
   • Your full name and any previous names
   • Contact details for response
   • Account numbers or reference numbers
   • Specific data you're interested in (optional)
   • Preferred format (electronic or paper)
2. Prove Your Identity:
   • Copy of photo ID (passport or driving license)
   • Proof of address (utility bill or bank statement)
   • Additional verification if requesting sensitive data
3. Submit Your Request:
   • Email: [email protected]
   • Post: SAR Team, Data Protection Officer, Companies in the UK, Unit 6301, PO Box 6945, London W1A 6US

Making a Request on Behalf of Someone Else You can make a SAR for another person if you have:

• Legal Authority: Power of attorney or court appointment
• Parental Responsibility: For children under 13
• Written Consent: Signed authorization from the data subject

Additional requirements:

• Proof of your identity
• Proof of your authority to act
• Identity verification for the data subject

Processing Your Request

Timeline:

• Acknowledgment: Within 3 working days
• Identity verification: 5-7 days
• Data compilation: 15-20 days
• Quality check: 3-5 days
• Delivery: Within 30 days total

Extensions: For complex requests, we may extend by 2 months. We'll inform you within the first month with reasons for the delay.

How Your Data is Delivered We provide your data:

• Securely: Encrypted files or secure portal access
• In accessible format: PDF, CSV, or other common formats
• Comprehensively: All personal data unless exemptions apply
• With explanations: Glossary for technical terms
• Free of charge: First request is always free

Limitations and Exemptions We may not provide:

• Information about other people (without consent)
• Legally privileged information
• Data that would prejudice crime prevention
• Trade secrets or confidential commercial information
• Information already provided in last 6 months

What to Do With Your Data After receiving your SAR response:

• Review for accuracy and completeness
• Request corrections if data is inaccurate
• Ask questions if anything is unclear
• Exercise other rights (deletion, restriction)
• Keep your copy secure

Excessive or Repeated Requests We may:

• Charge a reasonable fee for administrative costs
• Refuse manifestly unfounded or excessive requests
• Ask you to specify what information you need
• Provide explanations for any refusal

Need Help? SAR Support Team: Email: [email protected] Hours: Monday-Friday, 9 AM - 5 PM GMT Average response: Same business day

Complaints: If you're unsatisfied with our response:

1. Contact our Data Protection Officer first
2. We'll review and respond within 10 days
3. You can complain to the Information Commissioner's Office (ICO)
4. ICO Website: ico.org.uk
5. ICO Helpline: 0303 123 1113

Making a SAR is your fundamental right. We're committed to transparency and will help you understand what data we hold and how we use it.