1. How St Richard’s processes Subject Access Requests (SARs)
St Richard’s C E Primary School
How St Richard’s processes Subject Access Requests (SARs)
If a request is too general, the school will ask the requester for additional information help us answer the request (template 2). This will include asking the requester the type of information in which they are interested
A Subject Access Request (SAR) request form is completed by the requester. This is obtainable via the office and school website and can be given electronically or physically to or the school office. There is no fee for this. The school will send acknowledgement of the SAR (template 1) and advise the date by which the requester will receive a response.
Form is then passed onto the headteacher. If the headteacher deems the request ‘manifestly unfounded, repetitive or excessive’ the request can be refused, or an administrative charge may be added for requests requiring an excessive volume of work. When a fee is applied, the requester is contacted (template 2).
Within 30 days, the school will use IT and physical means to respond the to request (template 3) or 60 days if the SAR request is complicated or numerous. In responding to a request, the school may also provide further information such as the relevant data retention period. The school can withhold personal data if disclosing it would ‘adversely affect the rights and freedoms of others'.
If the data found as a result of the request includes reference to other individuals or copyrighted material, this will not be handed over to the requester. In this event, template 5 is used.
Data collected in response to the SAR will be given to the requester in the format requested, along with a covering letter (template 4)Before any data is released, the requester must visit the school office in person with a valid photo driving licence or passport. This information will be entered on the identity verification form (template 6). If the information is to be sent electronically, the requester will need to provide proof of receipt of the . If a physical copy is requested, the requester can only collect the data from the school office in person. This must also be signed for.

2. St Richard’s C E Primary School
Template 1: Acknowledgement letter
[Name]
[Address]
[Date]
Dear [Name]
Thank you for your [letter/ /fax] of [date] requesting information about [subject]. I am writing to let you know that we have received your request and will process it as soon as possible, and certainly within 30 calendar days of the day we received the request. You will hear back from us by [calculate date by which school must have processed the request] at the latest.
Yours sincerely
[Headteacher]

3. St Richard’s C E Primary School
Template 2: Obtaining a valid subject access request (fee and/or further information required)
[Name]
[Address]
[Date]
Dear [Name]
Thank you for your letter of [date] making a subject access request for [whatever information has been requested].
[If further information is required:]
So that we can process your request we need some more information. The school has over 300 pupils and over 40 staff spread over a large number of academic and administrative departments. We cannot answer an enquiry that asks to see all information the school holds on you, as this is too general a request for us to be able to locate the information you want. Information that will help us answer your request includes the type of information in which you are interested (for example your child’s academic record), and the areas of the school you believe may hold relevant information. Any further information you can supply will also assist us in answering your request.
We intend to instruct the following areas to search but further information is needed if this does not cover everything:
• [List areas which will be searched] [If the fee is required:]
There is no fee for processing a Subject Access Request. However, due to the nonspecific nature of your request, and large administrative cost your request will entail, we will apply a charge a £____ for administrative costs responding to your request. Please note that the school will not process your request until we have received payment of the fee. You can pay [state how fee can be paid].
Yours sincerely,

4. St Richard’s C E Primary School
Template 3: Internal letter asking staff to search their records
Subject: Data Protection Act: Subject access request
Dear [Name]
The school has received a subject access request for the following information [details of requested information]. Please search your [paper records / s / google drive] and locate any relevant information. For guidance on searching your s and computer drives please ask the headteacher.
The school has a statutory deadline for responding to this request. Please return all relevant information to [name] by [date] along with a record of how long it has taken you to retrieve it.
Yours sincerely

5. St Richard’s C E Primary School
Template 4: Replying to a subject access request providing the requested information
[Name]
[Address]
[Date]
Dear [Name of data subject] Data Protection Act 1998 subject access request
Thank you for your letter of [date] making a data subject access request for [subject]. We are pleased to enclose the information you requested. Copyright in the information you have been given belongs to St Andrew’s and St Mark’s CofE Junior School or to another party. Copyright material must not be copied, distributed, modified, reproduced, transmitted, published (including published on the Internet or an intranet), or otherwise made available in whole or in part without the prior written consent of the copyright holder.
Yours sincerely

6. St Richard’s C E Primary School
Template 5: Release of part of the information, when the remainder is covered by an exemption
[Name]
[Address]
[Date]
Dear [Name of data subject]
Subject access request
Thank you for your letter of [date] making a data subject access request for [subject]. To answer your request we asked the following areas to search their records for information relating to you:
• [List the areas]
I am pleased to enclose [some/most] of the information you requested. [If any information has been removed] We have removed any obvious duplicate information that we noticed as we processed your request, as well as any information that is not about you. You will notice that [if there are gaps in the document] parts of the document(s) have been blacked out. [OR if there are fewer documents enclose] I have not enclosed all of the information you requested. This is because [explain why it is exempt].
Copyright in the information you have been given belongs to St Andrew’s and St Mark’s CofE Junior School or to another party. Copyright material must not be copied, distributed, modified, reproduced, transmitted, published (including published on the Internet or an intranet), or otherwise made available in whole or in part without the prior written consent of the copyright holder.
Yours sincerely

7. St Richard’s C E Primary School
Template 6: Identity verification check form
Name of requester: _______-
Date: ______
Proof of ID document seen (please circle): photographic driving licence / passport
ID number (e.g. driving licence number or passport number): _________________
Verified by: _________
Signed by: _________