Subject Access Request (SAR) SOP

What's inside

This standard operating procedure is fully drafted and structured, ready to brand and complete for your service. It covers:

• 1. Purpose
• 2. Scope
• 3. Definitions
• 4. Rights of the data subject under a SAR
• 5. Responsibilities
• 6. Procedure
• 7. Timescales
• 8. Fees, and manifestly unfounded or excessive requests
• 9. Exemptions and redactions
• 10. Special cases
• 11. Secure delivery
• 12. Refusing a request
• 13. Records, monitoring and the SAR register
• 14. Complaints and the ICO
• 15. Training
• 16. Related documents
• 17. Document control and review

CQC fundamental standard

Legislation & standards it maps to

• UK General Data Protection Regulation (UK GDPR), Article 15
• Data Protection Act 2018
• Data (Use and Access) Act 2025
• Access to Health Records Act 1990
• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, Regulation 17 (Good governance)
• Information Commissioner's Office – Right of access guidance
• Common Law Duty of Confidentiality
• Caldicott Principles (UK Caldicott Guardian Council)
• General Medical Council – Confidentiality: good practice in handling patient information (2017)

Who it applies to

All staff at [Organisation Name], with specific duties held by the [Data Protection Officer] and [Caldicott Guardian].

How it works

1. Buy securely with Stripe - instant, no VAT, no account needed.
2. Download your editable Word file from the link we email you straight away.
3. Complete the placeholders for your service, then have it approved before use.
4. Add the optional updates subscription and we keep it current as guidance changes.