Making requests

Under the terms of the Data Protection Act 1998, data subjects have the right to see the information that the University holds about them and to check its validity. By submitting a request in writing and paying a fee required (normally £10) the data subject may obtain a copy of all the data held about them within 40 days (Subject to extensions applicable in special circumstances). This is known as a Subject Access Request.

How to make a Subject Access Request

If you would like a specific piece of information about yourself, the easiest thing to do is to contact the person holding the information and ask them if they will provide you with a copy.

If they are unwilling to do this, you should complete a Data Protection Subject Access Request form and send it, with a cheque for £10 made payable to the University of Salford and proof of your identity (any original documents will be returned, but photocopies will be accepted) to:

Matthew Stephenson, Head of Information Governance, Governance Services Unit, Crescent House, University of Salford, The Crescent, Salford, M5 4WT.

Alternatively, instead of completing the Subject Access Request form, you can submit a written request clearly stating the relevant information.

Subject Access Request Checklist

To ensure that your request is not delayed, please make sure that you have all the supporting documents prior to submitting your request as the 40 day period does not start until we have received all the relevant pieces of information. Before you send your request, please make sure that you have enclosed:

  1. A completed Subject Access Request form or
    a letter clearly stating what information you require.
  2. A cheque of £10 made payable to the University of Salford
  3. Proof of your identity.

Please send to: Matthew Stephenson, Head of Information Governance, Governance Services Unit, Crescent House, University of Salford, The Crescent, Salford, M5 4WT.

On receipt of your request we shall instigate a search the Student Information Directorate/Human Resources and your school/support division. If there are any other departments you would like searching, please indicate in your application.

Making requests on behalf of the Data Subject and requests from solicitors

Requests for personal information from solicitors regarding their clients will be treated as Subject Access Requests. Similarly if you are making a request on behalf of the data subject, otherwise, or with the permission of the data subject, please ensure that you provide the following documents:

  1. A letter clearly stating the information you require.
  2. Proof of identification from your client (i.e. copy of passport, driving licence, university card).
  3. Written authorisation signed by the data subject
  4. A cheque of £10 made payable to the University of Salford

Please send to: Matthew Stephenson, Head of Information Governance, Governance Services Unit, Crescent House, University of Salford, The Crescent, Salford, M5 4WT.

On receipt of your request we shall instigate a search the Student Information Directorate/Human Resources and your school/support division. If there are any other departments you would like searching, please indicate in your application.

Information the University may withhold

Some kinds of personal data are exempt from the provisions of the Act, and there are some exceptions to the data subjects's right of access, these include where third parties are involved but where any exemption occurs, you will be informed.

For more information about exemptions under the Data Protection Act, please see our Exemption pages.