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Data Protection

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Subject Access Request (SAR)

Individuals have a right of access to any personal data held by a data controller (in this case UCL).

Data protection legislation gives individuals (data subjects) a number of rights including the right to access their personal data an organisation holds on them.

What does it cost?

UCL does not charge a fee for Subject Access Requests.

Submit a Subject Access Request (SAR)

To assist UCL in complying with the statutory timescales we will require such requests to made in writing and accompanied by formal identification.
If you wish to submit a request, you should do so by completing the form below:

Microsoft Office document icon Subject Access Request Form
This form will provide the university with the necessary information needed to deal with your request and should be sent by email to data-protection@ucl.ac.uk.

Data that can be requested

The right of access gives individuals the right to obtain a copy of their personal data as well as other supplementary information. Personal data may include but, is not limited to information held within staff files, student record files, databases, interview notes, and e-mail correspondance which refers to the individual.

Exemptions

There are some conditions under which a SAR can be refused:

Student Exam Feedback

Examination scripts, are specifically exempted from disclosure, under the subject access rights and it is UCL policy not to provide students with copies. This exemption, however, does not apply to any comments made by Examiners, which are included in the definition of “personal data”. Comments are the students' personal data, and they are entitled to view and receive copies of them. If the comments have been made directly onto the examination script, and the academic department decides not to make the full script available when requested, then the examiners' comments should be reproduced onto a separate sheet of paper. It is recommended that the examiners comments should be made on a separate sheet, rather than directly onto examination scripts.

There is nothing to prevent academic staff from meeting with students to provide feedback, including showing them the scripts, and, or providing the comments which they relate to. There is no restriction on providing copies of other kinds of written assessed work, and we strongly encourage academic departments to do this, rather than ask the student to make a formal subject access request for the information.

Students are therefore advised, in the first instance, to contact their academic department for this information.

Time-frame for compliance

UCL is required to communicate to the data subject request with the information it holds in an intelligible form without undue delay or at the latest within one month of receipt, starting from the day after the request is received, or the data on which proof of identification is received. If we process a large amount of information about an individual, UCL may ask the individual to provide additional information to help clarify their request.