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
[Add Logo]
[Company 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 of data involved, we may require additional time to fully process and respond to your SAR. Therefore, in accordance with data protection regulations, we are extending the deadline for responding to your SAR.
We anticipate that we will require an additional [X] days to complete our review and provide you with a comprehensive response. Rest assured, we are making every effort to expedite the process and will keep you informed of any developments.
If you have any questions or concerns regarding this extension or your SAR, please do not hesitate to contact me at [Your Contact Information].
Thank you for your understanding and patience.
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Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
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
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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.
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