Under Data Protection legislation, individuals have a number of rights in respect of their personal data
Subject Access Requests (SARs)
A Subject Access Request (SAR) gives an individual the right to obtain a copy of his or her personal data, as well as other supplementary information.
Where large volumes of personal data are processed, the individual should specify exactly what information or processing their request relates to. Requests should be responded to within one month. This can be extended by a further two months if the request is complex or a large number of requests are received. Data can be withheld if disclosure would adversely affect the rights and freedoms of others. This includes rights affecting the organisation / business of the organisation.
To submit a SAR to the University, you may complete the Subject Access Request form and email this to the Information Compliance team at email@example.com. A scan of a valid ID must be sent along with the request in order to provide proof of identity.
Right to Erasure
This is the right to be able to request the deletion or removal of data where there is no compelling reason for its continued processing, or overriding legitimate grounds to justify processing. Data will not be erased if it is: necessary for rights of freedom of expression or information; compliance with a legal obligation; in the public interest; for archiving or research; for legal claims.
Right to Restrict Processing
In certain circumstances, individuals can ask for the University to temporarily restrict processing of the personal data whilst such processing is reviewed.
Right to Rectification
If personal data is inaccurate, out of date, or incomplete, individuals have the right to correction, update or completion of that data.
If you believe that the University holds incorrect/inaccurate data regarding you, please contact firstname.lastname@example.org for further guidance.
Right to be Informed
The right to be informed encompasses the obligation on organisations to provide “fair processing information”, typically through a privacy notice. The University’s privacy notices can be found here
Right to Object
Individuals have the absolute right to object to the processing of their personal data if it is for direct marketing purposes.
The Right to Object also applies where the organisation’s processing is based on the following conditions: public task; or legitimate interests. It does not apply if the processing is for legal claims, or if the compelling legitimate interest overrides the interests of the individual.
If processing is based on consent, the individual has the right to withdraw consent, at any time, where relevant.
Individuals also have the right not to be subject to automated processing, including profiling.
Right to Data Portability
This right exists to allow individuals to obtain and reuse their personal data for their own purposes across different services. It allows them to move, copy or transfer personal data easily, in a machine readable format, from one IT environment to another in a safe and secure way, without hindrance to usability. This right only applies to personal data which has been provided to the organisation by the individual.
The Information Compliance Team is responsible for managing information requests.
Requests for information should be made by email to email@example.com, or in writing to:
- Information Compliance
- University of Lincoln
- Brayford Pool
- LN6 7TS
Please include your full name in the request, and your address if sending by post. Include a copy of a valid ID in order to provide proof of identity.
Information access requests received by other University members of staff or departments should immediately be forwarded to the Information Compliance Team at firstname.lastname@example.org to allow the University to respond within the legislative timeframe.