GDPR Access Request

SUBJECT ACCESS REQUEST FORM – please email [email protected] for a printable version

1.0 Introduction

1.1 In compliance with The General Data Protection Regulations the Company is required to ensure that, if requested, individuals have the right to access their personal data and supplementary information.

1.2 The right of access allows individuals to be aware of and verify the lawfulness of the processing

1.3 Individuals can submit a Subject Access Request as outlined within this document.

2.0 Definitions

2.1 In this policy, “we”, “us” and “our” refer to AQUAPAC.

2.2 Data Protection Officer refers to a member who, from time to time, may be nominated to the position by the Directors to fulfil the duties as determined by the Regulations. If no specific person is nominated the duties will revert to the Directors.

3.0 Purpose

3.1 AQUAPAC is obliged under the General Data Protection Regulations to have in place a framework designed to ensure the security of all personal data during its lifecycle, including clear lines of responsibility.

3.2 This Policy sets out the procedure to be followed to ensure a consistent and effective approach is in place for managing data breach and information security incidents across AQUAPAC.

4.0 Information

4.1 The GDPR clarifies that the reason for allowing individuals to access their personal data is so that they are aware of and can verify the lawfulness of the processing.

4.2 Information must be provided free of charge. However, we can charge a ‘reasonable fee’ when a request is manifestly unfounded or excessive, particularly if it is repetitive.

4.3 We may also charge a reasonable fee to comply with requests for further copies of the same information.

4.4 Information must be provided without delay and at the latest within one month of receipt.

4.5 We will be able to extend the period of compliance by a further two months where requests are complex or numerous. If this is the case, we will inform the individual within one month of the receipt of the request and explain why the extension is necessary.

4.6 Where requests are manifestly unfounded or excessive, in particular because they are repetitive, we can:

4.6.1 charge a reasonable fee; or

4.6.2 refuse to respond.

4.7 Where we refuse to respond to a request, we will explain why to the individual, informing them of their right to complain to the supervisory authority and to a judicial remedy without undue delay and at the latest within one month.

4.8 We have to verify the identity of the person making the request, using ‘reasonable means’.

4.9 If the request is made electronically, the individual should provide the information in a commonly used electronic format.

4.10 We are unable to provide remote access to a secure self‐service system to provide the individual with direct access to his or her information.

5.0 Procedure

5.1 Please use this form to submit a subject access request to us.

5.2 A standard fee of £10 is chargeable for each subject access request.

5.3 The fee will not be charged, or in the event of an electronic transfer reversed without undue delay, unless we, on receipt, decide that the request is manifestly unfounded, excessive, or a repetition.

5.4 Please return your form in an envelope, together with any fee, marked PRIVATE AND CONFIDENTIAL, and addressed to Aquapac, 7 Bessemer Park, 250 Milkwood Road, London SE24 0HG