Accessing information (including your personal data)

1. Request your personal data (Subject Access Request)

You have the right to request copies of personal data we hold about you.  Further information about Subject Access requests is available on the Subject Access Request webpage.

How to make a request

You can make a request through one of the following methods:

• Complete our online form
• Email: data-protection@bathspa.ac.uk
• Write to: Data Protection Officer, Bath Spa University, Room 202, Main House, Newton Park, Newton St Low, Bath BA2 9BN.  Please mark the envelope ‘Confidential’.

You don't need to use specific wording—please describe the information you are looking for as clearly as possible.

What we may need

• Proof of identity
• Further details to help us locate your information.

Timescale

We will respond without undue delay and within one month of receiving your request. Where permitted by data protection law, we may extend the time for responding if your request is complex.

2. Make a data protection complaint

If you're unhappy with how we have handled your personal data, or with our response to a request relating to your personal data, you have the right to complain to us. This may include concerns about how we have used, shared, stored or retained your personal data.

How to make a complaint

You can make a complaint in one of the following ways:

• Completing our online form
• Emailing: data-protection@bathspa.ac.uk
• Writing to: Data Protection Officer, Bath Spa University, Room 202, Main House, Newton Park, Newton St Low, Bath BA2 9BN.  Please mark the envelope ‘Confidential’.

If you can, please include:

• A brief description of the issue
• Any relevant reference numbers
• What outcome you are seeking.

What happens next

• We will acknowledge your complaint within 30 days of receiving it
• We will take appropriate steps to investigate your complaint
• If we need more time to consider your complaint, we will let you know
• We will provide a response without undue delay.

We handle complaints in accordance with our data protection complaints procedure.

If you remain dissatisfied

If you are not satisfied after we have responded to your complaint, you can raise your concerns with the Information Commissioner’s Office (ICO).

Please note: Data protection complaints should be made to us first so that we have an opportunity to look into the matter and respond before they are raised with the ICO.

3. Make a Freedom of Information (FOI) request

You can request recorded information held by the University under the Freedom of Information Act 2000.  Further information about FOI is available on our FOI webpage.

How to make a request

You can make a request in one of the following ways:

• Completing our online form
• Emailing: foi@bathspa.ac.uk
• Writing to: Freedom of Information, Bath Spa University, Room 202, Main House, Newton Park, Newton St Low, Bath BA2 9BN.  Please describe the information you are seeking as clearly as possible.

What happens next

We will respond within 20 working days, unless the request requires an extension permitted under the Act.

Important: If your request is for your own personal data, please submit a Personal Data Request (also known as a Subject Access Request) instead.

4. Request an FOI internal review

If you're unhappy with an FOI response, you can ask us to carry out an internal review of our decision.

When to request a review

You can request an internal review if:

• You disagree with the response provided
• You believe further information is held
• You are dissatisfied with how your request was handled.

How to request a review

You can make a request in one of the following ways:

• Completing our online form
• Emailing: foi@bathspa.ac.uk
• Writing to: Freedom of Information, Bath Spa University, Room 202, Main House, Newton Park, Newton St Low, Bath BA2 9BN.  Please describe the information you are seeking as clearly as possible.

You should submit your request within 40 working days of our response and include:

• Your reasons for requesting a review
• Your original request reference number.

What happens next

• Your review will be carried out by someone not involved in the original response
• We aim to respond within 20 working days, and in exceptional cases no later than 40 working days.

If you remain dissatisfied, you can contact the Information Commissioner’s Office.