Subject Access

Under the Data Protection Act any individual has the right to make a Subject Access Request.

What is Subject Access?

Subject Access allows an individual to see almost any personal data held about them by the University. The University will seek to respond fully to any such request, subject to certain exemptions, as transparency in the use of an individual’s data is at the core of the University's Data Protection policy.

Who can request information?

  • The individual whose information is held (the data subject) e.g. a student requesting access to their own information held by the University.
  • A third party acting on behalf of the individual – evidence that they are acting on behalf of the data subject must be provided.

Students

Students have the right to see their formal records, such as their LUSI record or any registry or departmental files and, will also, almost without exception, be able to gain access to other materials - such as comments on their exam scripts, the relevant minutes of examiners' meetings, emails concerning them and so on.

Staff as data subjects

Staff and other associates of the University also have the right to see their own personal information that is being held by the University.

Staff responding to Subject Access Requests

From students, former students, alumni or members of the public

Should you as a member of staff be approached by a student wishing to see particular information held in the course of regular business, or if the student has identified themselves, the request is easy to answer and relatively narrow in focus, you may, answer it directly. However, if the request is more extensive (e.g. it would involve retrieving information from more than one department/section), relates to all information held on an individual, or is unclear or controversial in any way, then it should be forwarded to the Information Governance team in the Division of Strategic Planning and Governance by emailing:information-governance@lancaster.ac.uk

 

From staff or former staffi

All staff requests for subject access should be directed to the Information Governance team in the Division of Strategic Planning and Governance by emailing: information-governance@lancaster.ac.uk 

How to make a Subject Access Request

Anyone wishing to make a Subject Access Request should complete our form.

Alternatively, a form can be downloaded. Once completed you can email it to compliance@lancaster.ac.uk or send it to the Information Governance Manager by post.

You may also make a verbal request for subject access by telephoning (0)1524 593247.

Please note that proof of identity in the form of a driving licence, University card, or passport is required.

We will answer Subject Access Requests within one month of receiving the request, having confirmed the identity of the requester and possessing all necessary information needed to answer the request.

Incorrect information

If you believe that some of the information that the University holds on you may be incorrect, please contact the Information Governance team by emailing information-governance@lancaster.ac.uk or by writing to the Information Governance Manager.

What can I do if I am unhappy with the response?

If you are unhappy with the University’s response to your Subject Access Request, please let us know by emailing compliance@lancaster.ac.uk or by writing to the Information Governance Manager.

If you remain unhappy with the University’s response to your Subject Access Request, please contact the Information Commissioner:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Or by visiting https://ico.org.uk/global/contact-us/.

Other rights of the Data Subject

Depending on the legal basis on which the University holds personal information, data subjects may have additional rights in relation to their own personal information.

An individual’s rights include:

  • Right to rectification
  • Right to erasure
  • Right to restrict processing
  • Right to data portability
  • Right to object to processing
  • Rights related to automated decision making including profiling

Not all of these rights are absolute and may be judged on a case-by-case basis. Learn more about individual’s rights in relation their own data and how the University meets these rights.

Information Governance Manager

Lancaster University’s Information Governance Manager and designated Data Protection Officer is:

Mike Abbotts
Information Governance Manager
Lancaster University
Bailrigg
Lancaster
LA1 4YW
United Kingdom

Email: information-governance@lancaster.ac.uk 

Phone: 01524 510841

Information Governance Manager

Please contact Lancaster University’s Information Governance Manager and designated Data Protection Officer if you have any queries or concerns or if you would like further information regarding your rights in relation to your own personal data:

Mike Abbotts
Information Governance Manager
Lancaster University
Bailrigg
Lancaster
LA1 4YW
United Kingdom

Email: information-governance@lancaster.ac.uk

Phone: 01524 510841