Data Protection Act 1998
Subject Access Request
(Data Subject) Form
Privacy Notice
The personal information supplied on this form will only be used for the purpose of processing the Subject Access
Request. Documentation relating to the Subject Access Request will be kept on file for one year in case of any
queries. Summary information may be kept for six years for statistical and audit purposes. Personal information
kept by the University is processed in accordance with the Data Protection Act 1998.
If you have any queries about making a Subject Access Request, please contact the Information Compliance
Officer by email at [email protected] or by post at the address on page 3 of this form.
The Right of Subject Access
Section 7 of the Data Protection Act provides individuals with the right of access to their personal data. Individuals
can exercise this right by making a Subject Access Request. Further information about the right of subject access
is available from the Information Commissioner’s Office (ICO) via its website at http://www.ico.gov.uk.
Subject Access Request
Subject Access Requests must be made in writing and the University recommends requests are made using this
form to make it easier to include all the details it might need to process the request. This form should be completed
by the data subject. If a third party is making the request on behalf of the data subject a Subject Access Request
(Third Party) form should be completed instead and submitted with evidence of the data subject’s consent to
disclose their personal data to a third party.
The Subject Access Request should be submitted along with the following:


An administrative fee of £10 (cheques should be made payable to the ‘University of Lincoln’)
Proof of identity
Types of identification accepted are:
 Staff Card with photograph (current University staff only)
 Student Enrolment card with photograph (current University students only)
 Passport
 Driving Licence
 Birth Certificate
The identification will be copied and returned using Royal Mail’s ‘Special Delivery’ service.
On receipt of a Subject Access Request with the fee and proof of identification, the University has 40 calendar days
to respond to the request.
Please note that under Section 7 of the Data Protection Act, the University may need to obscure or suppress
information that relates to third parties.
PART A – Data Subject’s Details (please print)
1. First Name
2. Last Name
3. Current Postal Address (please
note the information requested will
be posted to this address)
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4. Telephone and/ or Mobile Number
5. Email Address
6. Connection to the University (eg
staff, student etc)
7. If you are a former or current
member of staff at the University,
please provide details of your
school or service department, your
employment start and end (if
applicable) dates and your payroll
number (if known)
8. If you are a former or current
student of the University, please
provide details of your faculty,
school or department, programme
of study, dates of the start and end
(if applicable) of your enrolment
and your enrolment number (if
known)
PART B – Details of Personal Data Requested
9. What information or
documentation are you
requesting (please be as specific
as possible)?
10. Where in the University is the
information held (ie the faculty or
service department)?
11. If your request is for CCTV
footage, please provide the
relevant camera location, the date
and time of the images and a
general description of your
appearance (eg clothing) at the
time the image was recorded. A
recent photo of yourself may also
be needed.
12. Are there any further details that
might assist the University in
locating the requested
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information?
PART C – Declaration
I confirm that I am the data subject and certify that the information given on this form to the University of
Lincoln is true. I understand that it is necessary for the University to confirm my identity and it may be
necessary to obtain more detailed information in order to locate the correct information.
13. Signature
14. Date
15. Type of identification provided
The completed Subject Access Request form, with the fee and proof of identification*, should be sent to:
Information Compliance Officer
Secretariat
University of Lincoln
3rd Floor, Minerva Building
Brayford Pool
Lincoln
LN6 7TS
*It is recommended that you use Royal Mail’s ‘Special Delivery’ service if you are sending your proof of
identification by post.
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