Subject Access Request (SAR) Response letter template
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This template provides a formal response to the SAR, confirming the information that will be provided, any exemptions applied, and details of how the information will be delivered (e.g., electronically or via hard copy).
- 2 pages / 289 words.
- Last updated 04/03/2024.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Subject Access Request (SAR) Response letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Response to Subject Access Request (SAR)
I am writing to acknowledge receipt of your Subject Access Request (SAR) dated [Date of Request], in which you requested access to personal data held by [Your Organisation's Name]. We take data protection and privacy matters seriously, and we are committed to fulfilling your request in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) in the UK.
We have initiated the process of gathering the requested information, which includes [Brief Description of Information Requested]. Our team is currently reviewing and collating
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This Subject Access Request (SAR) Response letter template aims to offer you a versatile and customisable tool, serving as a solid foundation for your needs. Utilise it to ensure consistency, enhance accuracy, and save valuable time.
Adapt it to suit your unique requirements, ensuring efficiency and effectiveness in your HR processes.
It is usually delivered to the Employee by the Employer / HR.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Subject Access Request (SAR) Response letter template, to understand the workflow.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Subject Access Request (SAR) Response letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
