GDPR
Handling a Subject Access Request
A step-by-step procedure with letters, a log and checklists.
- Format
- Length
- 15 pages
- Edition
- 1st edition, November 2026
- Published
- 2 November 2026
- Publisher
- Data Menu
About
About this guide
A step-by-step guide to handling a subject access request under UK GDPR. It covers recognising a request and starting the clock, verifying identity, clarifying scope, running a reasonable and proportionate search, deciding what to provide, applying exemptions, redacting third-party data, and responding, extending or refusing.
Reflects the changes made by the Data (Use and Access) Act 2025. Includes eight ready-to-use templates: acknowledgement, identity check, clarification, extension, response letter, refusal, a request log and an end-to-end checklist.
General educational guidance written by Data Menu. It is not legal advice.
Contents
What is inside
- What a subject access request isWhat the right covers and the key numbersp. 4
- Recognising a request and starting the clockRecognising a request and working out the deadlinep. 5
- Verifying identity and asking for clarificationIdentity checks and pausing the clockp. 6
- Searching: reasonable and proportionateBuilding a search plan and keeping a recordp. 7
- What you must provideWhat the response must contain and how to deliver itp. 8
- Exemptions, third-party data and redactionExemptions, third-party data and redactionp. 9
- Responding, extending and refusingResponding, extending and refusingp. 11
- Special situationsEmployees, representatives, children and complaintsp. 12
- Templates and checklistsEight letters, logs and checklistsp. 13
Audience
Who it is for
- Owners and office managers
- HR leads
- Anyone who receives requests for personal data
Delivery. After payment you can download the PDF straight away, and we email you a personal link to the same page. Each purchase is a single download, so please save the file somewhere safe when it arrives. If a download is interrupted, you can retry from that page for a few minutes. Our guides are practical, educational material. They are not legal advice. If you need advice on your own situation, speak to a qualified adviser.