Staff should be aware that they may receive requests from Data Subjects for access to data relating to them.
In order to regulate the requests and to ensure that they are “reasonable”, the University has devised a procedure that must be adhered to. Data Subjects may also have the impression that they are entitled to view documents and data “on demand”. This is not the case, but Data Subjects may view information provided that the correct procedures are followed. These are outlined below.
- If you receive a verbal request to view any records, refer them to the University’s information on Subject Access Requests. The request should be put in writing and forwarded to the University Data Protection Officer data.protection@admin.cam.ac.uk, based in the Registry. This can be in the form of e-mail as well as a written request.
- Seek advice from the Department of Engineering Data Protection Contact dpa-enquiries@eng.cam.ac.uk if you have any doubts as to what to do.
- If you receive a written request forward it immediately by the quickest means of communication possible to the University’s Information Compliance Office, you can email data.protection@admin.cam.ac.uk
- It would be useful, but not essential, if you inform the Department of Engineering Data Protection Contact, dpa-enquiries@eng.cam.ac.uk.
- From receipt of the request, the University has 40 days to gather the information available.
- It is unlawful to delete or destroy any relevant records during the interim period between the initial approach and eventual access to the records.
