Mayfair Appeals crestMayfair Appeals
Free download · No payment · No sign-up

Free personal data access request letter template

Adapt this request for a UK or EU data subject access request, or a California request to know, without adding unnecessary identity information.

Who this letter is for

Ask an organisation for a copy of personal information and an explanation of how it is used. It is written in the formal register companies, landlords and card issuers expect, and it records the facts, the remedy sought and the deadline in a way that supports any later escalation to an ombudsman or the courts.

How to use this template

  1. 1Identify the relevant account and date range.
  2. 2Describe the records you need.
  3. 3Choose the applicable privacy regime.
  4. 4Request secure electronic delivery.
  5. 5Keep the response deadline and acknowledgement.

What to include before you send it

  • Identify the accounts, dates and systems likely to contain the information.
  • Ask for secure electronic delivery and avoid sending excess identity documents.
  • Do not demand deletion if preservation is needed for an active dispute.

The rights you are relying on

UK GDPR and EU GDPR access rights generally require a response within one month. California CCPA/CPRA requests use different scope, verification and timing rules.

The letter template

[Your name]
[Email address] · [Postal address]
[Account or customer number]
[Date]

Privacy Team / Data Protection Officer
[Organisation]

Re: Personal data access request

Dear Privacy Team,

I request access to the personal information your organisation holds about me under [UK GDPR / EU GDPR / the California Consumer Privacy Act].

Please provide the personal information associated with [EMAIL / ACCOUNT / PHONE]; relevant correspondence, account notes, call recordings and decision records from [DATE RANGE]; the sources, purposes, recipients and retention periods; and meaningful information about any automated decision affecting [ISSUE], where applicable.

Please provide the response electronically by a secure method. If you reasonably require identity verification, explain the minimum information needed. If you withhold or redact anything, identify the legal basis.

Yours faithfully,

[Your name]

Turn this example into your own formal letter

The £0.59 option creates one formal letter using your names, dates, sums and evidence. The £3.99 Case File also includes an email, evidence checklist, action plan and follow-up notice.

Uses the facts you provide Includes a clear response date
Personalise this letter — £0.59

Or read more about our personalised data access request.

Related free letter templates

Free final complaint letter template — company not respondingA firm final-notice letter for a company that is ignoring you.Free US credit report error dispute letter templateAsk a US credit bureau to investigate an account, balance, payment or identity error.Free insurance claim rejection appeal letter templateAppeal a rejected or underpaid insurance claim before going to the Ombudsman.Free bank charges refund letter templateReclaim unfair overdraft, late payment or account fees from your bank.

Browse the full library of free refund and cancellation letter templates.