APPROACHES TO MEMBERS OF STAFF FOR ACCESS TO SUBJECT DATA
Staff should be aware that there is the remote possibility of
a small number of "data access requests" after 23.10.2001 when the
act comes into full force.
In order to regulate the requests & 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, however data subjects may view information provided
that the correct procedures are followed. These are outlined below.
- Staff are not obliged to release any data or documents to any data
subject if requested to do so. Moreover, you are strongly advised to
decline the request and inform the data subject
that they may make a formal request via the University system.
- Seek advice from the CUED Data Protection Officer if you have
any doubts as to what to do, or if anyone is particularly insistent
or even aggressive. Alternatively, refer them to the University Web Site
- If you receive a verbal request to view any records, you should
suggest that the request be put in writing and forwarded to the
University Data Protection Officer, based in the Registry.
This can be in the form of e-mail as well as a written request.
- If you receive a written request forward it immediately by
the quickest means of communication possible to the University
of Cambridge Data Protection Officer.
The point of contact is the University Data Protection Officer
(10 Peas Hill, Cambridge CB2 3PN
tel. 01223 339888,
fax 01223 331200 E-mail: firstname.lastname@example.org
- It would be useful, but not essential,
if you inform the CUED Data Protection Officer as well.
- 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.
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This page was complied by Igor WOWK Data Protection Officer CUED
If you wish to contact him, click here: E-MAIL
Other means of communication are outlined if you
Click this link