SAR Letter - Fee and/or Additional Time
Under the UK GDPR, data subjects have the right to access their personal data.
This is done by means of a data subject access request.
In simple terms, a data controller (i.e. you) has one month to respond to a
subject access request after receiving it and this period can be extended
by up to two months where a request is complex or there are numerous
requests to handle.
This letter template is designed for use when additional time and/or a fee
is required and can be used either as the initial response to a data
subject access request (if it is immediately clear that the request will be
particularly time-consuming and/or complex to handle) or in response to the
receipt of additional information.
Please note that if additional time is required to comply with a subject
access request, the data subject must be informed of the extension, and the
reasons for it, within one month of receipt of their original subject
A “reasonable fee” can be charged in situations where a request is
“manifestly unfounded or excessive”. The fee must reflect the true
administrative cost of providing the information requested.
This document received a minor update in November 2020, simplifying the
prompt for the date by which you commit to respond to the SAR. This
improves flexibility in the drafting in light of the ICO’s updated guidance
from October 2020 concerning the changes to the impact of clarification
requests on the time limit for response. A new prompt has also been added
for you to refer to additional details on how your fee has been calculated
This Subject Access Request Letter is in open format. Either enter the
requisite details in the highlighted fields or adjust the wording to suit
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