Subject Access Request (SAR) Extension letter template
Supporting information
In cases where more time is needed to respond to a SAR, this template informs the individual of the extension and provides an updated timeline for completion, along with an explanation for the delay.
Subject Access Request (SAR) Extension letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
I am writing to acknowledge receipt of your Subject Access Request (SAR) dated [Date]. We appreciate your cooperation and understand the importance of providing you with access to your personal data in a timely manner.
Due to the complexity of your request or the volume
Preview limited to 30% only. View the remaining 70% with a purchase.
What is this for?
This Subject Access Request (SAR) Extension 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.
Extended guidance
-extension-letter-template.jpg "subject access request (sar) extension letter template")
Documentation sequence
Subject Access Request (SAR) Request form template
A standardised form for employees to use when submitting a SAR.
Subject Access Request (SAR) Response letter template
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.
Practical example
Scenario
ABC Limited, a multinational company based in the UK, receives a Subject Access Request (SAR) from one of its former employees, Sarah Thompson. Sarah, who left the company six months ago, has requested access to all personal data held by the company relating to her employment.
Initial Response
Upon receiving Sarah's SAR, the HR department promptly acknowledges receipt and begins the process of gathering the requested information. However, due to the complexity of Sarah's employment history and the volume of data involved, the HR team realises that they may need more time to fully comply with the request.
Need for Extension
As the deadline for responding to SARs under GDPR approaches, the HR manager, David, assesses the progress made in collating Sarah's data. Despite their best efforts, the team realises that they require additional time to ensure they provide a comprehensive response without overlooking any relevant information.
Drafting the SAR Extension Letter
David drafts a SAR Extension letter addressed to Sarah Thompson, acknowledging receipt of her request and expressing the company's commitment to fulfilling it in accordance with GDPR regulations. The letter explains the reasons for the extension, citing the volume and complexity of the data involved, and assures Sarah that her request remains a priority.
Content of the Letter
In the SAR Extension letter, David provides a new deadline for responding to Sarah's request, extending it by an additional 30 days as permitted by GDPR regulations. He also includes contact details for any further inquiries Sarah may have regarding her SAR.
Sending the Letter
Once reviewed and approved by the legal team, the SAR Extension letter is sent to Sarah via registered mail and email, ensuring proof of receipt. David also keeps a copy of the letter and its delivery confirmation for the company's records.
