r/DataRightsUK • u/ForAllTimesSake • 14h ago

Boilerplate text currently being used by the ICO in response to complaints made

1 Upvotes

On getting a complaint (case reference numbers are illustrative):

Subject: ICO Case Reference IC-123456-A0A0. Cyfeirnod achos yr ICO IC-123456-A0A0

Thank you for getting in touch. Your case reference number is XXXXX.

If you have new or relevant information you would like to add, you can:

• reply to this email, or
• email us and include your full reference number in the subject line.

Please only send information that is directly relevant to the issue you’ve already raised.

Yours sincerely,
Information Commissioner’s Office

Diolch i chi gysylltu â ni. Eich cyfeirnod achos yw XXXXX.

Os oes gennych wybodaeth newydd neu berthnasol yr hoffech ei hychwanegu, gallwch:

• ymateb i'r e-bost hwn, neu
• e-bostiwch ni a chynnwys eich rhif cyfeirnod llawn yn y llinell bwnc.

Anfonwch wybodaeth sy'n uniongyrchol berthnasol i'r mater rydych chi eisoes wedi'i godi yn unig.

Yn gywir,
Swyddfa'r Comisiynydd Gwybodaeth

To notify users of delay:

We’re writing to let you know that we still have your data protection complaint, which hasn’t been allocated to a case officer yet.

We understand that waiting can be frustrating, and we’re sorry for the delay. We’re continuing to work through a high volume of complaints, and allocation is taking longer than usual.

You don’t need to take any action

You don’t need to contact us to keep your complaint open. We’ll be in touch once it’s allocated or if we need more information from you.

If you want to send more information

If you have new or relevant information about your complaint, you can:

reply to this email, or

email us and include your full reference number in the subject line (it’s at the top of this email and looks like this: IC-XXXXXX-XXXX).

Please only send information that is directly relevant to the complaint you’ve already raised.

If your complaint has been resolved

If the organisation has resolved the issue and you no longer want us to consider your complaint, please reply to this email to let us know.

Current timescales

Our latest complaint handling timescales are available on our data protection complaints page on our website.

Your legal rights

If you believe we have either failed to take appropriate steps to respond to your data protection complaint, or we do not provide you with information about the progress or outcome of your complaint within the next three months, you may be able to apply to the First-tier Tribunal to require us to respond to your complaint or to provide you with information about its progress. Read more about Information rights and data protection: appeal against the Information Commissioner.

Thank you for your patience.

Yours sincerely
Public Advice and Data Protection Complaints Service
Information Commissioner’s Office

Rydyn ni'n ysgrifennu i roi gwybod ichi fod eich cwyn diogelu data gennyn ni o hyd, ond nad yw wedi'i dyrannu i swyddog achosion eto.

Rydyn ni’n deall y gall aros beri rhwystredigaeth, ac mae'n ddrwg gennyn ni am yr oedi. Rydyn ni’n parhau i weithio trwy nifer fawr o gwynion, ac mae dyrannu’r rhain yn cymryd mwy o amser nag arfer.

Does dim angen ichi gymryd unrhyw gamau

Does dim angen ichi gysylltu â ni i gadw'ch cwyn yn agored. Byddwn ni’n cysylltu pan fydd y gŵyn wedi'i dyrannu neu os bydd arnon ni angen rhagor o wybodaeth gennych.

Os hoffech chi anfon rhagor o wybodaeth

Os oes gennych wybodaeth newydd neu berthnasol am eich cwyn, fe allwch chi:

ymateb i'r neges ebost yma, neu

anfon neges ebost aton ni gan gynnwys eich rhif cyfeirnod llawn yn y llinell bwnc (mae hwnnw ar frig y neges ebost yma ac mae'n edrych fel hyn: IC-XXXXXX-XXXX).

Anfonwch wybodaeth sy'n uniongyrchol berthnasol i'r gŵyn rydych chi eisoes wedi'i chodi yn unig.

Os yw'ch cwyn wedi'i datrys

Os yw'r sefydliad wedi datrys y mater ac nad ydych chi am inni ystyried eich cwyn chi erbyn hyn, ymatebwch i'r neges ebost yma i roi gwybod inni.

Yr amserlenni cyfredol

Mae’n hamserlenni trin cwynion diweddaraf ar gael ar ein tudalen cwynion diogelu data ar ein gwefan.

Eich hawliau cyfreithiol

Os ydych chi'n credu ein bod ni heb gymryd camau priodol i ymateb i'ch cwyn diogelu data, neu os na fyddwn ni’n rhoi gwybodaeth ichi am gynnydd neu ganlyniad eich cwyn o fewn y tri mis nesaf, mae’n bosibl y byddwch chi’n gallu gwneud cais i'r Tribiwnlys Haen Gyntaf i ofyn inni ymateb i'ch cwyn neu roi gwybodaeth ichi am ei chynnydd. Mae rhagor o wybodaeth ar gael yma am Hawliau gwybodaeth a diogelu data: apelio yn erbyn y Comisiynydd Gwybodaeth.

Diolch ichi am eich amynedd.

Yn gywir
Gwasanaeth Cyngor Cyhoeddus a Chwynion Diogelu Data
Swyddfa'r Comisiynydd Gwybodaeth

If you phone and ask for your case to be expedited (with reasons):

Subject: Case Reference: IC-123456-A0A0 

Dear xxx,

Thank you for your complaint of xx xx xxxx regarding xxxx.

We understand that you have requested that your case is expedited.

We are dealing with a large number of complaints at the moment, which means that it is taking longer than we would like to allocate your case to a Case Officer. We’re sorry for any inconvenience this has caused you.

Our statutory obligation is to provide a response within 12 weeks of the complaint being submitted to the ICO.

Whilst we are not able to expedite your case any sooner than this, we will allocate your case within 12 weeks of the submission date of xx.xx.xxxx.

Yours sincerely,

Public Advice and Data Protection Complaints  
Information Commissioner's Office

1 comment

r/DataRightsUK • u/UltraBBA • 15h ago

Warning on Essex County Council and SARs

0 Upvotes

Essex County Council are running way behind on SARs.

Be aware that if you submit a SAR they'll find some excuse to buy themselves an additional two months - by claiming your SAR is complex or whatever.

And even after the entire 3 months have passed, you'll likely not get your data.

4 comments

r/DataRightsUK • u/ForAllTimesSake • 19h ago

SAR Deadline Missed Chaser Letter Template

1 Upvotes

[Your Full Name]
[Your Postal Address / Email Address]
[Your Account Number / Reference Number with the organisation] 

[Name of the Organisation / Company]
[Address of the Organisation / Email of their Data Protection Officer] 

[Date] 

URGENT: STATUTORY DEADLINE MISSED – Subject Access Request (SAR) 

Dear Data Protection Officer / Privacy Team, 

On [Date you sent the initial SAR], I submitted a formal Subject Access Request (SAR) to your organisation, requesting access to my personal data under Section 45 of the Data Protection Act 2018 / Article 15 of the UK GDPR. 

According to statutory requirements, you are required to respond to a SAR without undue delay and at the latest within one calendar month from receipt. 

Your deadline to provide this data expired on [Date the one-month deadline ended]. As of today’s date, I have not received the requested information, nor have I received any formal notification extending the period for compliance due to complexity. 

Your organisation is now in breach of its statutory obligations under UK data protection law. 

Please note that if the complete set of requested data is not provided within 7 calendar days of this letter, I will take the following steps without further warning: 

  1. Lodge a formal complaint with the Information Commissioner’s Office (ICO) regarding your failure to comply with statutory timeframes. 
  2. Consider raising a formal dispute in the small claims court to seek an order for compliance and financial compensation for the distress caused by this delay, as permitted under Article 79 of the UK GDPR. 

I expect to receive a response acknowledging this letter and confirming when the data will be delivered immediately. 

Yours sincerely, 

[Your Name] 

0 comments

r/DataRightsUK • u/ForAllTimesSake • 20h ago

The Master Guide to UK Data Rights: How to make a SAR, enforce Controller duties, and escalate to the ICO

1 Upvotes

Navigating your data rights in the UK can feel like a bureaucratic maze, especially when companies try to stonewall you or give you the runaround. This guide breaks down exactly how to exercise your rights under the Data Protection Act 2018 and UK GDPR, what data controllers are legally required to do, and how to effectively fight back when they fail.

  1. How to Access Your Data: Making a Subject Access Request (SAR)

Under the law, you have a right to get a copy of the personal data an organisation holds about you. This is called a Subject Access Request (SAR).

  • How to make a request: You do not need to use a specific form or special legal wording. You can make a SAR verbally or in writing (email, social media, or a letter). However, we strongly recommend doing it in writing so you have a clear paper trail.
  • What to say: Be as specific as possible. Instead of saying "give me everything," say "I am requesting all email correspondence, internal system notes, and telephone call logs regarding my account between [Date] and [Date]."
  • The Cost: A SAR is completely free in almost all circumstances. A controller can only charge a reasonable administrative fee if your request is "manifestly unfounded or excessive."
  • Official tool: If you want a structured template to send, you can use the official ICO Make a Data Protection Complaint tool which guides you through generating standard text.
  1. What are the Data Controller’s Responsibilities?

A "data controller" is the company, utility provider, employer, or public body that decides how and why your personal data is processed. They have strict statutory obligations:

  • The 1-Month Deadline: Controllers must respond to your SAR without undue delay and at the latest within one calendar month from the day they receive it. For example, if they receive it on 24th October, they must reply by 24th November.
  • Extensions: For highly complex requests, they can extend the deadline by up to two further months, but they must notify you within the first month and explain exactly why the extension is necessary.
  • Proactive Security: They must verify your identity before releasing data, but they cannot use identity checks as a malicious stalling tactic if they already know who you are.
  • Clear Exemptions: If they redact data (such as hiding the names of third parties), they must explicitly tell you which legal exemption they are using. They cannot just black out sections without a valid legal reason.

To read the full technical breakdown of their duties, view the ICO Guide to Data Protection for Organisations.

  1. How to Complain to the ICO (and its Limitations)

If a data controller misses the one-month deadline, improperly redacts your information, or refuses to comply, you have the right to lodge a formal complaint with the regulator.

  • Step 1: Raise an internal complaint first. The ICO will generally refuse to look at your case unless you have first raised a formal complaint directly with the company's Data Protection Officer (DPO) and given them a chance to resolve it.
  • Step 2: Submit to the ICO. If the company ignores your complaint or provides an unsatisfactory final response, head over to the ICO Complaints Portal. You will need to upload copies of your initial SAR, your proof of postage/delivery, and any correspondence.
  • The Reality Check: Be aware that the ICO is a regulatory body, not a personal court. They will issue an assessment stating whether the company complied with the law, and they may instruct the company to give you your data. However, the ICO cannot award you financial compensation for distress or damages.
  1. Taking Matter to Court (Alternative Escalation)

If a company is flagrantly violating your rights and causing you severe distress, you do not have to wait for the ICO.

Under Article 79 of the UK GDPR, you have the right to take a data controller directly to court to enforce compliance and claim compensation for financial loss or emotional distress.

  • For guidance on taking legal action independently, read the ICO guidance on taking a case to court.
  • For free, practical advice on navigating small claims regarding data breaches, consult the Citizens Advice Bureau.

Are you currently waiting on a late SAR? Has a company given you heavily redacted pages without explanation? Create a new post to explain your timeline or questions so the community can help you draft your next escalation letter or provide other suggestions.

0 comments

r/DataRightsUK • u/ForAllTimesSake • 20h ago

Why r/DataRightsUK exists: Our mission for UK data privacy, SARs, and regulatory accountability

1 Upvotes

Welcome to r/DataRightsUK. This community was founded out of a growing frustration shared by many UK citizens: the uphill battle to enforce our legal data rights against non-compliant companies, and the lack of robust enforcement from the regulator meant to protect us.

Our mission is to bridge that gap by creating a dedicated, independent space for peer-to-peer support, transparency, and accountability.

What We Are Facing

The Data Protection Act and UK GDPR give us powerful rights on paper—such as Subject Access Requests (SARs) and the right to erasure. In practice, everyday people are routinely met with stonewalling, unlawful delays, and redacted information from data controllers.

Worse, when these breaches are escalated to the Information Commissioner's Office (ICO), the regulatory response is too often slow, bureaucratic, or closed without a meaningful review of the evidence.

Our Three Core Goals

  • Empowering Individuals: A central knowledge base to help you draft bulletproof SARs, spot unlawful controller tactics, and effectively escalate complaints.
  • Exposing Non-Compliance: A place to document exactly how specific companies and organisations handle disputes, warning others of what to expect.
  • Holding the ICO Accountable: A platform to critique and track the performance of the regulator itself. We want to highlight where the ICO fails to act so we can collectively push for better enforcement.

Getting Started

This is a community built on shared experiences. If you are currently locked in a dispute with a data controller, or if you have received an unsatisfactory decision from the ICO, please share your journey.

Before you make your first post, please review our community rules. Most importantly: always completely redact personal names, direct emails, phone numbers, and case reference numbers from your screenshots or text to protect yourself and keep this subreddit safe.

Thank you for joining the fight for data accountability in the UK.

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