Internal, open access

Accessing your personal data

All staff and students (and any other person whose personal data the University processes) have the right to:

  • be informed what personal data about them the University holds and what it is used for
  • access this personal data
  • update the personal data the University holds
  • be informed how the University is complying with its obligations under the Data Protection Act (DPA)
  • complain to the Data Protection Officer if they feel that the Data Protection Policy has not been followed

Staff will usually have access to their HR records via their staff portal, or via informal request to their Head of School or Department, or to HR.

Students wishing to look at and check the accuracy of the personal data held about them centrally can use the RISIS web portal, or call into Student Services, as described in the Students' guidelines.

Any person wishing to access their personal data under the provisions of the DPA should make a  Subject Access Request (SAR) as described below.

Your request will be processed by a limited number of staff within the IMPS team, under the supervision of the University IMPS (Data Protection) Officer, who will be required to view all the data you request, including personnel, financial and occupational health records. All data will be handled securely and in the strictest confidence. If you have any concerns please contact IMPS in the first instance.

Making a subject access request

Any person wishing to access their personal data under the provisions of the DPA should make a Subject Access Request (SAR) in writing to the Data Protection Officer. You can download the  Subject Access Request form as either a Word document (66KB) or a PDF (85KB). Alternatively hard copies can be obtained from the IMPS Office.

The Data Protection Officer has a duty to establish the identity of the requester and, as permitted by the Act, a charge of £10 may be made for each request. Payment can be made:

by cheque. Please make cheques payable to 'University of Reading'.

- online by using the Information Compliance Fees System. (As part of this online process you have to register with us; you will need to create a password and enter certain details, such as your address.)

The identification required is usually one document that includes photo identification and a signature, such as a photo driving licence or a passport, plus a current utility bill or bank statement showing your name and address. 

The Data Protection Officer will then coordinate the gathering together of the appropriate information. The University will comply with SARs as quickly as possible but will ensure that the information is provided within 40 days of receipt of a completed form unless there is good reason for delay. In such cases the reason for delay will be explained in writing to the requestor.

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