Letter asking for further information about a data subject request
- Quick and easy to complete
- You can tailor to your particular circumstances
- Helps you comply with your data protection obligations
This template letter asking for further information about a data subject request will allow you to quickly and easily generate a letter if you need further information from an individual who has made a request to you about the personal data that you hold about them.
Note that in most cases, even if the person does not provide you with the clarification or additional detail you ask for, you must still deal with their request as best you can, even if it takes you much longer without it.
You can also get this template letter as part of the Data subject request toolkit.
Q&A
When should I use this document?
The scope of a data subject request can vary significantly, from a simple request for a copy of a single document, to a more complex request relating to all personal data you hold. For example, In the case of a subject access request, if you have a large amount of personal data about the individual, you may need to request some clarification from them. If they ask for a copy of a particular document, you might ask them to give the estimated date of the document, or other details, to help you locate it. Use this template to help you to generate a letter asking for the clarification.
What does this document cover?
This short letter sets out brief details of the recipient's initial request in relation to their personal data, and allows you to tailor the contents to include the further information or clarification you need in order to comply with the request fully and promptly.
Why do I need this document?
It is important that you respond to requests from individuals about their personal data fully and efficiently, within the prescribed time-frames. Failure to do so can lead to sanctions from the Information Commissioner's Office, and even legal action from the individual concerned.
This letter will allow you to quickly produce a request to an individual asking for more detailed information about the personal data involved. The individual's response to this letter will help you to locate the relevant data and respond fully to their request, fulfilling your data protection obligations.
Where can I find out more?
See Data subject requests in general for details on identifying the scope of a request from an individual, and more general guidance on responding to data subject requests.
See Subject access requests for more specific guidance about the circumstances in which you can request clarification of a Subject Access Request.
Related Toolkits
Data breach toolkit
This data breach toolkit guides you through the steps you need to take when you become aware of a personal data breach (such as a staff member sending customer information to the wrong person, or a device containing customer information being lost or stolen). It includes a how-to guide, as well as a pack of the relevant documents you are likely to need. In this data breach toolkit you will find: a personal data breach policy; a template notice for notifying affected individuals; and a template personal data breach register for keeping records of breaches. This data breach toolkit helps you to identify, assess and contain a personal data breach, inform the relevant people, and keep written records of the breach. By using this toolkit, you reduce your risk of being penalised by the ICO. Keeping on top of your data protection processes also helps to maintain your reputation and build customer relationships.
This data breach toolkit guides you through the steps you need to take when you become aware of a personal data breach (such as a staff member sending customer information to the wrong person, or a device containing customer information being lost or stolen). It includes a how-to guide, as well as a pack of the relevant documents you are likely to need. In this data breach toolkit you will find: a personal data breach policy; a template notice for notifying affected individuals; and a template personal data breach register for keeping records of breaches. This data breach toolkit helps you to identify, assess and contain a personal data breach, inform the relevant people, and keep written records of the breach. By using this toolkit, you reduce your risk of being penalised by the ICO. Keeping on top of your data protection processes also helps to maintain your reputation and build customer relationships.
Personal data breach policy- Template personal data breach register
- Notice of a personal data breach (affected individuals)
- How-to guide: Data breach toolkit
Data protection policy toolkit
This data protection policy toolkit provides 8 data protection policy templates you are likely to need to comply with your data protection obligations. It also contains a how-to guide, which tells you how to use each policy. Data protection policies included in this pack can be customised for your business and include: Privacy policy Cookie policy Data protection policy Staff privacy notice Data subject request policy Data protection impact assessment policy Personal data breach policy Using this data protection policy toolkit helps you to ensure that your staff are aware of how to deal with customers' personal data, you protect your staff members' and customers' personal information, and your business deals with any personal data breaches or subject access requests efficiently. Complying with your data protection obligations not only means you will avoid being fined by the ICO, but you will also maintain your business's reputation and reduce the risk of staff or customers taking legal action against you.
This data protection policy toolkit provides 8 data protection policy templates you are likely to need to comply with your data protection obligations. It also contains a how-to guide, which tells you how to use each policy. Data protection policies included in this pack can be customised for your business and include: Privacy policy Cookie policy Data protection policy Staff privacy notice Data subject request policy Data protection impact assessment policy Personal data breach policy Using this data protection policy toolkit helps you to ensure that your staff are aware of how to deal with customers' personal data, you protect your staff members' and customers' personal information, and your business deals with any personal data breaches or subject access requests efficiently. Complying with your data protection obligations not only means you will avoid being fined by the ICO, but you will also maintain your business's reputation and reduce the risk of staff or customers taking legal action against you.
- How-to guide: Data protection policy toolkit
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- Cookie policy
- Data protection policy
- Staff privacy notice
- Staff recruitment privacy notice
- Data subject request policy
- Data protection impact assessment policy
- Personal data breach policy
Data subject request toolkit
This data subject request toolkit guides you through the process of dealing with data subject requests (individuals' requests for access to, changing or deletion of their personal data). This toolkit contains a how-to guide as well as a pack of 22 relevant documents to cover various types of requests. The template documents you will receive in this toolkit include: policies and forms for dealing with data subject requests; letters for acknowledging receipt of a data subject request, verifying the person's identity and asking for further details; letters to give you extensions of time to respond; letters for responding to the request and explaining what further action you will take (such as correction or deletion of the data); letters for supplying data in response to portability requests; and more. By using this data subject request toolkit, you will comply with your legal obligations for dealing with data subject requests. This minimises the risk of someone making a complaint against you or you being penalised by the ICO. Having efficient and proper data protection processes in place also helps to protect customer data, ensure good customer relationships and maintain your business's reputation.
This data subject request toolkit guides you through the process of dealing with data subject requests (individuals' requests for access to, changing or deletion of their personal data). This toolkit contains a how-to guide as well as a pack of 22 relevant documents to cover various types of requests. The template documents you will receive in this toolkit include: policies and forms for dealing with data subject requests; letters for acknowledging receipt of a data subject request, verifying the person's identity and asking for further details; letters to give you extensions of time to respond; letters for responding to the request and explaining what further action you will take (such as correction or deletion of the data); letters for supplying data in response to portability requests; and more. By using this data subject request toolkit, you will comply with your legal obligations for dealing with data subject requests. This minimises the risk of someone making a complaint against you or you being penalised by the ICO. Having efficient and proper data protection processes in place also helps to protect customer data, ensure good customer relationships and maintain your business's reputation.
- How-to guide: Data subject request toolkit
- Data subject request policy
- Subject access request form
- Data transfer request form
- Request form to correct inaccurate or incomplete data
- Request form to delete data
- Request form to stop using data
- Letter acknowledging receipt of data subject request (and requesting verification of ID)
- Letter asking for further information about a data subject request
- Letter confirming no data held in response to data subject request
- Letter explaining reasons for extension of time to respond to data subject requests
- Letter to third party seeking consent to disclosure of information
- Subject access request response template
- Letter confirming that data processing has ceased
- Letter explaining why data processing will continue
- Letter confirming that data has been corrected
- Letter explaining why data will not be corrected
- Letter to party who has been supplied with data to confirm its correction
- Letter confirming that data has been deleted
- Letter explaining why data will not be deleted
- Letter to party who has been supplied data to confirm its deletion
- Letter supplying data in response to a portability request
- Letter supplying data to a third party in response to a portability request
Small claims toolkit
This small claims toolkit guides you through the right process to follow if you want to make a straightforward small claim against someone, and contains a pack of all of the template documents you are likely to need. Use the small claims process to get back money you are owed for amounts less than £10,000 (for example, if a supplier has not sent you the right goods or you have not received payment from a customer). Documents provided in this small claims toolkit include: letter before action (also known as a letter of claim), which must be sent to someone before you sue them to set out what you are claiming; witness statement, which provides a template for any witness statements you are providing to ensure they are legally compliant; and letter of non-attendance for small claims hearing (if you want the court to judge your case on paper evidence rather than you attending a hearing). By using this small claims toolkit you can avoid the need to use a lawyer and maximise your chances of getting back money you are owed. It helps you avoid common mistakes that can reduce your chance of a successful claim.
This small claims toolkit guides you through the right process to follow if you want to make a straightforward small claim against someone, and contains a pack of all of the template documents you are likely to need. Use the small claims process to get back money you are owed for amounts less than £10,000 (for example, if a supplier has not sent you the right goods or you have not received payment from a customer). Documents provided in this small claims toolkit include: letter before action (also known as a letter of claim), which must be sent to someone before you sue them to set out what you are claiming; witness statement, which provides a template for any witness statements you are providing to ensure they are legally compliant; and letter of non-attendance for small claims hearing (if you want the court to judge your case on paper evidence rather than you attending a hearing). By using this small claims toolkit you can avoid the need to use a lawyer and maximise your chances of getting back money you are owed. It helps you avoid common mistakes that can reduce your chance of a successful claim.
- How-to guide: Small claims toolkit
- Letter before action
- Witness statement
- Letter of non-attendance for small claims hearing