Skip to main content
Church Member Software

Free Subject Access Request Template Letter

Want to see what an organisation holds about you? Fill in your details below and you’ll have a letter ready to send in a couple of minutes. It works for any UK organisation, from a church to a bank, and it’s free.

  • Free
  • No sign-up
  • Word and PDF
  • Updated 19 October 2026

1. Add your details

Optional. What you type goes straight into the document. It stays on your computer and isn’t sent to us.

The organisation’s name, such as “St Mark’s Church”.

For example, “emails about me between January and June 2026”. Leave it blank to ask for everything.

For example, a membership or account number, or a previous address.

2. Download or print

Download Word file

The Word file opens in Microsoft Word, Google Docs, Apple Pages and LibreOffice. Or download the blank PDF.

Preview

[Your full name]

[Your address]

[your email address]

[Date]

To: [Organisation name]

Subject Access Request

Dear Sir or Madam,

I’m making a subject access request under Article 15 of the UK General Data Protection Regulation (UK GDPR). Please send me a copy of all the personal information you hold about me.

Please also tell me:

  • why you use my information
  • what kinds of information about me you hold
  • who you’ve shared it with, including anyone outside the UK
  • how long you’ll keep it
  • where you got it from, if not from me
  • whether you make decisions about me using automated means, such as computer profiling

I understand that you normally have one month to respond. If you need anything to confirm who I am, please let me know as soon as possible.

Please send the information to me by email at [your email address], in a format I can open on a computer.

Yours faithfully,

[Your full name]

What a subject access request is

UK data protection law gives you the right to a copy of the personal information an organisation holds about you. Asking for it is called a subject access request, often shortened to SAR.

It covers almost any organisation: employers, shops, councils, charities and churches. You don’t have to say why you want the information, and in most cases it’s free.

What you’re entitled to

You’re entitled to a copy of your personal information, not just a summary. You’re also entitled to know:

  • why the organisation uses it
  • who it’s shared it with
  • how long it will keep it
  • where it came from, if you didn’t give it to them
  • your rights to have it corrected or deleted, and to complain

The letter asks for all of this, so you don’t need to know the law yourself.

How to send it

  1. Fill in the boxes above. Add anything in particular you want, if it helps to be specific.
  2. Download the letter as a Word file, or print it.
  3. Email it to the organisation, or post it. Any contact address will do, though a data protection contact is quickest.
  4. Keep a copy, and note the date you sent it.

You don’t have to use a letter at all. The ICO says a request can be made by email, by phone, in person or even on social media. A letter simply gives you a clear record of what you asked for, and when.

What happens next

The organisation must reply without undue delay, and within one month. If it reasonably needs proof of who you are, the month starts once you’ve sent it.

For a complex request, the organisation can take up to two more months. It must tell you within the first month and explain why. If it asks you to clarify what you want, the clock pauses until you reply.

Some information can be held back, such as details about other people. If an organisation refuses all or part of your request, it should usually tell you why.

If they don’t reply

Send a short reminder with a copy of your original letter. If you still don’t get a proper response, you can complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator. Its website explains how.

Asking a church for your information

Churches hold more than most people expect: contact details, giving and Gift Aid records, group and rota lists, and sometimes pastoral notes. All of it is covered by your right of access.

Running a church and received a request? Our reply letter template covers everything you need to send, so you can answer on time.

Questions churches ask

How long does an organisation have to respond to a subject access request?
One month from receiving it. If it reasonably needs proof of who you are, the month starts once you’ve provided it. Complex requests can take up to two more months, as long as you’re told why within the first month.
Can an organisation charge for a subject access request?
Usually not. It can only charge a reasonable fee if a request is manifestly unfounded or excessive, or if you ask for extra copies.
Do I have to say why I want my information?
No. You don’t have to give a reason for asking.
Can I make a request for someone else?
Yes, if you have their permission or the legal authority to act for them, such as a power of attorney. The organisation can ask to see proof.
Do I need to use this exact wording?
No. There’s no set wording, and you don’t even need to mention the law. The template simply makes sure you ask for everything you’re entitled to.

Read next

Sources

This template follows official guidance. It isn’t legal or tax advice, so check anything you’re unsure about with HMRC, the ICO or an adviser.

Run a church? Answer requests without the panic

Church Member Software tracks every request against its deadline and downloads everything you hold about someone in one click. Private notes, such as pastoral ones, are listed for someone to check by hand first.

Start your free trialSee prices