Data Protection Act 1998:
Standards and Best Practice Handbook for Government Departments
Annex E
Model Letter Replying to a Subject Access Request
Cabinet Office
Corporate services group
Historical and Records Division
Hepburn House, Marsham Street, London SW1P 4HW
Telephone: 020-7217 6050, FAX: 020-7217 6010,
E-mail: tessa.stirling@cabinet-office.x.gsi.gov.uk
HO 2002/
[Name and address of the individual making the subject access request]
[Date]
Data Protection Act 1998
Thank you for your letter of [ ] to the Cabinet Office, received on [ ],
making a subject access request under the Data Protection Act. I am
replying in my capacity as data protection co-ordinator for the Cabinet
Office.
[The Cabinet Office has checked its records and holds no personal data to
which you are entitled under the Data Protection Act.] [I can confirm that
personal data in relation to you are being processed and attached to this
letter are extracts from the records that are held showing the data to
which you are entitled to under the Data Protection Act. They are in no
particular order and the period covered by our search was from [ ] up to
the date your request was received. [Some of the personal data we hold on
you identifies one or more other individuals. We have not disclosed such
information unless we had the explicit or implicit consent of the
individual concerned or we considered that it was reasonable in all the
circumstances to disclose it without their consent.]
[Some of the information relating to you is held on files which do not come
within the definition of a ‘relevant filing system’ as set out in section
1(1) of the Data Protection Act and there is therefore no requirement to
disclose this material. However, in this case, as a matter of departmental
policy, we have included relevant extracts from those files in our reply.]
[The data are held for use in connection with the briefing of Ministers and
the relevant officials in the Cabinet Office, handling correspondence,
recorded actions taken and discharging other functions of the Cabinet
Office. Recipients of the data we hold would be Cabinet Office Ministers
and officials and, where required for the efficient management and
operations of the public service, officials of other government
departments.]
[It is not currently the practice of this department to charge for subject
access requests made under the Data Protection Act [,and I am returning
your [cheque for £10].]
I attach a leaflet giving further detail about your rights to personal data
under the Data Protection Act and the complaints procedures should you be
dissatisfied with this response.
Mrs Tessa Stirling
Head of Division
Data Protection Handbook [PDF, 710KB]
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