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 access request.

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 (where applicable).

This Subject Access Request Letter is in open format. Either enter the requisite details in the highlighted fields or adjust the wording to suit your purposes.

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