Workplace Dispute: Should You Submit a Data Subject Access Request? (UK)

17/06/2025

If you're in a dispute with your employer, one of the most powerful tools available to you is your right to submit a Data Subject Access Request (DSAR) under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Submitting a DSAR allows you to obtain a full record of the personal data your employer holds about you. This may include emails, meeting notes, disciplinary or grievance records, employment contracts, and internal communications — all of which could be highly relevant to your situation.

Accessing this information can help you understand how decisions were made, identify any inconsistencies or signs of unfair treatment, and gather evidence to support your case — whether you're engaging with your employer through internal procedures or preparing for a potential Employment Tribunal claim.

DSAR Template Email for Employees

Below is a ready-to-use template designed specifically for employees in the UK. It aims to capture all employment-related data while also reserving your right to challenge the completeness of the employer's response.

Data Subject Access Request Under UK GDPR

Dear [Employer/Data Protection Officer],

I am making a formal Data Subject Access Request (DSAR) under Article 15 of the UK General Data Protection Regulation and Section 45 of the Data Protection Act 2018.

I request access to all personal data held about me in any form — written, electronic, audio, or visual — relating to my employment with [Company Name].

While I am seeking access to all personal data held, I am particularly interested in the following categories of information relevant to my employment:

  1. Employment records, including contracts, amendments, job descriptions, and terms and conditions.
  2. Payroll data, including payslips, timesheets, deductions, overtime, bonuses, and reimbursement records.
  3. Any records relating to disciplinary, grievance, or performance matters, including investigation documents, correspondence, meeting notes, and decisions.
  4. Workplace policies and risk assessments relevant to my role or working environment, including health and safety measures, lone working arrangements, and any reviews or adjustments specific to my circumstances.
  5. Communications and internal correspondence where I am named or referred to, including emails, meeting notes, memos, and any logs of activity or access.

I also request access to any CCTV footage or recordings where I can be identified, as well as any information relating to how my data has been processed, shared, or retained, including:

  • The purposes of processing
  • The categories of data being processed
  • The recipients or categories of recipients
  • The data retention periods or policies
  • The source of the data (if not collected directly from me)
  • Any automated decision-making or profiling applied

Please provide all data in electronic format. If any information is withheld or redacted, kindly provide the justification for doing so under Article 15(4) of the UK GDPR.

I reserve the right to seek further clarification or request additional information should any part of the response appear incomplete, unclear, or inconsistent with the data I understand to be held. This is to ensure the integrity and completeness of the data provided.

I look forward to your confirmation of receipt of this request. As per UK GDPR, I understand a response is due within one month. If you require any further information to process this request, please let me know without delay.

Yours sincerely,
[Your Name]

Paper Responses and Tactics to Watch Out For

Some organisations may attempt to provide your DSAR response in paper format, even if you submitted the request electronically. This is often a tactical move, as paper records are more difficult to search, organise, and use effectively in a dispute.

Under UK GDPR, if you submit your request electronically, you are entitled to receive the response in the same format — unless you specifically request otherwise. If a paper-based response makes it harder to access or use the information, you have the right to challenge this and request the data in electronic form.

✅ Final Thoughts

Submitting a DSAR is not just about accessing documents — it's about gaining the clarity and evidence needed to stand up for your rights. If you're unsure how to interpret the data you receive or what to do next, WorkplaceDisputes.ie can help you make sense of it and guide your next steps.

We provide practical support for UK-based employees to help you take informed action — whether you're navigating internal HR processes, raising formal complaints, or preparing for an Employment Tribunal.

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