Subject access request right-of-access response record

Enter the school's internal reference for this request.

Record the name of the person making the subject access request.

Record the name of the identifiable living person whose personal information is covered by the request.

Enter the date on which the school received the subject access request.

Describe the information or period covered by the request, including any clarification obtained.

Select all categories of personal information identified as within the request.

Record whether the response confirms that the school is processing personal information within the request.

Record the systems, locations, records and custodians searched, the search dates and the outcome of each search.

Select the overall result of the searches.

Record whether a copy of the requested personal information is included in the response and describe its scope.

Record the purposes for processing the personal information covered by the response.

Record the specific recipients or, where applicable, recipient categories to whom the personal information has been or will be disclosed.

Record how long the personal information will be kept, or the criteria used to determine the retention period.

Record the information provided about rights to request rectification, erasure or restriction, to object to processing, and to complain to the school and the ICO.

Where the personal information was not obtained directly from the data subject, record the source information provided.

Where relevant, record whether automated decision-making or profiling is used and the meaningful information provided about its logic, significance and envisaged consequences.

Where relevant, record the safeguards applying to any transfer to a third country or international organisation.

Complete only where information, confirmation or timing is affected by an applicable exemption or restriction.

Complete where information has been withheld or delayed. Identify the information affected and explain the outcome as transparently as the circumstances allow.

Complete where an exemption is applied. Record the reason given to the requester, limiting detail where explaining the exemption could prejudice its purpose.

Complete only where the request concerns this type of examination information.

Complete where relevant to the examination-information timing calculation.

Complete where relevant. Record the date five months after receipt of the request.

Complete where relevant. Record the date 40 days after the examination results announcement.

Record the earlier applicable deadline where the examination-information timing rule is relevant.

Record whether consultation was undertaken before deciding what to disclose, with whom and the outcome.

Select the components included in the response.

Confirm the response record has been reviewed against the request and the information held.

• Tick when complete

Enter the date the response was issued or, where information was delayed, the date of the relevant partial response.

Select how the response was sent to the requester.

Record the destination or delivery method, any tracking or transmission reference, the materials sent and where the response evidence is stored.

Enter the name and role of the person completing the response record.

Enter the date this response record was completed.

Record any other relevant facts about the response, including outstanding actions or later dispatch of delayed information.