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.

1. 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.
2. 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
3. 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.
4. 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: data.protection@admin.cam.ac.uk
5. It would be useful, but not essential, if you inform the CUED Data Protection Officer as well.
6. From receipt of the request, the University has 40 days to gather the information available.
7. It is unlawful to delete or destroy any relevant records during the interim period between the initial approach and eventual access to the records.

Back to previous page

This page was complied by Igor WOWK Data Protection Officer CUED