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Subject Access Request Policy


Individuals have the right under the Data Protection Act 1998 (DPA) and General Data Protection Regulation 2016 (GDPR), subject to certain exemptions, to have access to their personal records that are held by UK Here We Grow (UKHWG). This is known as a ‘subject access request’ (SAR). Requests may be received from members who have had dealings with and holds data about that individual. This will include information held both electronically and manually and will, therefore, include personal information recorded within electronic systems, spreadsheets, databases or word documents.  UKHWG has developed this policy to guide you in requesting a Subject Access Requests.

What is a Subject Access Request?

A subject access request (SAR) is simply a written request made by or on behalf of an individual for the information about them, which is held by UKHWG. The Data Protection Legislation entitles all individuals to make requests for their own personal data to enable individuals to verify the lawfulness of how their information is being processed. An individual is not entitled to information relating to other people (unless they are acting on behalf of that person).

The request does not have to be in any particular form other than in writing, nor does it have to include the words ‘subject access’ or make any reference to the Data Protection Legislation. A SAR may be a valid request even if it refers to other legislation, such as the Freedom of Information Act 2000 (FOIA) and should, therefore, be treated as a SAR in the normal way.

You Will Need To:

Put the request in writing, detailing the information you are requesting

Send the request to

Information required to complete a request. Name, Address, Contact number, Email, Other information that may be relevant to your request.

You do not have to tell us your reason for making the request or what you intend to do with the information requested, although it may help us to find the relevant information if you do explain the purpose of the request.

Where you are unable to put the request in writing, assistance will be provided to make the request verbally.

We will endeavour to provide results in a format requested by you within the timescales set out by law.