Swansea University

Records Management

Subject Access Request Form

Form to be used when requesting subject data

DATA SUBJECT ACCESS REQUEST FORM

Please print, complete this form in writing and return to the address shown. 

1.  Details of the person requesting the information.

Full name ......................................................................................................................

Address   .......................................................................................................................

 .......................................................................................................................................

Telephone number .......................................... Fax number ...........................................

 Email .............................................................................................................................  

2. Are you the Data Subject?

YES      

If you are the Data Subject please supply evidence of your identity i.e. library card, driving  licence, birth certificate (or photocopy) and, if necessary, a stamped addressed envelope for returning the document  (please go to question 5).

NO

Are you acting on behalf of the Data Subject with their written authority?

If so, that authority must be enclosed (please complete questions 3 and 4).

 

3.  Details of the Data Subject (if different to 1).

Full name ......................................................................................................................

Address   .......................................................................................................................

 .......................................................................................................................................

Telephone number .......................................... Fax number ...........................................

Email .............................................................................................................................  

 

4.  Please describe your relationship with the Data Subject that leads you to make this request for information on their behalf.

.....................................................................................................................................

.....................................................................................................................................

 

5.  If you wish to see only certain specific document(s), for example a particular examination report, a specific departmental file etc, please describe these below:

...................................................................................................................................

..................................................................................................................................

..................................................................................................................................

6.  If you would like a more general search, please note that the University will normally automatically search the following sections for personal data:

Academic Registry, Library and Information Services, Residential Services, Finance Office, Student Record Unit and any academic unit that you have studied with as part of your degree.

Please indicate below any other sections/departments that you have been in contact with which you would like to be searched for relevant data.  If you are requesting CCTV data, please specify date(s), time(s) and location(s)

 ..................................................................................................................................

...................................................................................................................................

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Declaration

I ............................................................................ certify that the information given on this application form to Swansea University is true.  I understand that it is necessary for the University to confirm my/Data Subject’s identity and it may be necessary to obtain more detailed information in order to locate the current information.

Signed ............................................................. Date ....................................................

Please return the completed form to University Records Manager, Room 112, The Abbey, Swansea University, Singleton Park, SWANSEA, SA2 8PP. 

Documents which must accompany this application are:

  i.      evidence of your identity;

 ii       evidence of the Data Subject’s identity (if different from above);

 iii.     evidence of Data Subject’s consent to disclose to a third party (if required as

        indicated above);

 iv.     a fee of £10 (cheques to be made payable to Swansea University);

 v.     stamped addressed envelope for return of proof of identity/authority documents, where appropriate.

Please note that the University reserves the right to obscure or suppress information that relates to other third parties (under the terms of Section 7 of the Data Protection Act 1998).

 

Office use only

 Request received:  ........................................................................................................

 Fee received:   ..............................................................................................................

 Notes..............................................................................................................................

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 Date completed: ............................................................................................................