Requesting personal data form

Data submitted via this form will be handled in line with the University of Surrey's information management policies.

Are you requesting access for yourself or on behalf of the data subject?
Your contact details
Contact details are required so that we are able to send a response to your request.
Your contact details
Email, phone and address
Details of the data subject
Data subject name
Phone and email of data subject
This will help us search for data and ensure we have the correct data subject.
Relationship with the University
What is your relationship with the University?
Data subject's relationship with the University
What is the data subject’s relationship with the University?
Evidence of your identity
Please supply evidence (scanned or copied and posted) of one of the following:
  1. Passport
  2. Photocard section of driving licence
  3. University ID card.
One file only.
256 MB limit.
Allowed types: txt rtf pdf doc docx odt ppt pptx odp xls xlsx ods.
What would you like to request?
Please provide a brief description of the data you are seeking. This could be all data held about you in specific locations, or specific documents, reports, files or emails.

Please give the name or brief description of the data, document, report or file.

If we process a large amount of data about you we may need to ask you for suitable clarification regarding your request in order to identify relevant data.

If you are a current member of the University, emails that you have sent, received or have been copied into and continue to have access to will not be provided. We will provide you with copies of emails that refer to you by name and in which you are not directly involved or copied. If you do have any specific requirements as to the emails you wish to see, please let us know.

What would you like to request?
Please provide a brief description of the data you are seeking. This could be all data held about the data subject in specific locations, or specific documents, reports, files or emails.

Please give the name or brief description of the data, document, report or file.

If we process a large amount of data about the data subject we may need to ask you for suitable clarification regarding your request in order to identify relevant data.

If the data subject is a current member of the University, emails that they have sent, received or have been copied into and continue to have access to will not be provided. We will provide you with copies of emails that refer to the data subject by name and in which they are not directly involved or copied. If you do have any specific requirements as to the emails you wish to see, please let us know.

Where is the data likely to be held?
To help us identify and locate the data, please provide any other relevant details or information that you hold.
This may include department(s)/faculty/school/unit, names of tutors, supervisors, line management etc.
Please also give any relevant time periods that relate to the location of data.

Any information we are able to release to you will be sent electronically on a USB stick via Royal Mail special delivery.

Privacy notice
Please note that the reason for collecting your personal data is to enable us to process your request. The University is the data controller in relation to the personal data that you are providing and the data you have given us will form part of the records held by the University.

It will be kept by the University for a period of two years from the end of the year in which you make your request and then destroyed securely. It may be kept longer if a complaint or appeal is received and is not resolved within that timeframe.

If you have any questions please contact our Data Protection Officer at dataprotection@surrey.ac.uk.

Please read our Data Protection Policy (PDF).
Confirmation
Warning - attempting to obtain personal data to which you are not entitled may be an offence under the Data Protection Act 2018.
I certify that the information given in this request is true. I understand that it is necessary for the University to confirm my/the data subject’s identity and that it may be necessary to obtain more information from me at a later date.
I certify that the information given in this request is true. I understand that it is necessary for the University to confirm my identity and that it may be necessary to obtain more information from me at a later date.