Making a Subject Access Request

Under the Data Protection Act 1998 an individual has the right, subject to certain exemptions, to access the personal information that an organisation holds about them. Accessing personal data in this way is known as making a subject access request.

If you wish to make a subject access request to the University, your request must be:

  • made in writing (this may be in electronic form)
  • accompanied by a fee of £10

Before we can act on your request, we must:

  • be sure of your identity
  • be supplied with information from you in order to locate the information you seek

You are entitled:

  • to be informed whether your personal data are being processed by the University of Cambridge
  • to have the information constituting the personal data communicated to you in a permanent form (usually, this means paper copies)
  • to be given a summary of the sources, recipients and purposes of the processing

You may apply to access your data in writing in any way you choose. A Subject Access Request Form is made available for your convenience. The form also sets out the various ways in which you may pay the fee and provide us with proof of your identity.

On receipt of your completed request, payment of the fee, verification of your identity, and sufficient information to enable us to locate the information, the University is obliged to respond within 40 calendar days. The information will be supplied subject to any applicable exemptions. The data will be provided as of the date of receipt of your request.

If you have any reason to believe that the University of Cambridge has not dealt correctly with your request, please first take the matter up with the University Data Protection Officer (data.protection@admin.cam.ac.uk).

If you are still not satisfied, you should contact the Information Commissioner who is officially appointed to consider such complaints:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (www.ico.org.uk).