Subject Access Requests

Individuals wishing to access their personal data held by The Hayesbrook School under the Data Protection Act can send a completed Subject Access Request (SAR) form to the Data Protection Officer (DPO).

The SAR Form can be accessed and completed online here, or alternatively sent to the DPO via dpo@brooklearningtrust.org.uk, or by post to:

Data Protection Officer
The Hayesbrook School
Brook Street
Tonbridge
Kent
TN9 2PH

Information required and procedure for responding to subject access requests

The personal data requested should be clearly identified. It may be necessary to confirm the identity of the data subject and/or the person making the request. The Hayesbrook School will respond to requests within 30 calendar days of receipt of the completed form (provided sufficient information has been given to the school to enable the request to be processed).

General guidance when requesting subject access to emails

Data subjects are entitled to have access to their personal data held in the form of emails under the Act. However, data subjects must supply enough information to enable The Hayesbrook School to locate the relevant emails. As a minimum, the following information must be provided to the DPO when completing the form:

The fact that the data may be held in the form of emails;
The names of the authors or recipients of the messages;
The dates or ranges of dates upon which the messages have been sent;
Any other information that might assist the school in locating the data.

Please note that failure to provide information reasonably required to narrow down the search could result in the school being unable to comply with a subject access request.

The Hayesbrook School will comply with the Information Commissioner’s guidelines for SARs.

Subject Access Request Form

The following information is required to enable us give an accurate response to your enquiry as quickly as possible.

1. Details of the Data Subject

Full name:* Date of birth:* Contact telephone number:* Email address:*

2. Relationship of Data Subject to The Hayesbrook School

Please indicate the data subject's relationship to The Hayesbrook School

Other: Please enter further details below to help us identify the data subject eg. year group, date of leaving, etc.*

3. Personal Details of the Requester

Only complete this section if you are NOT the Data Subject (i.e. you are requesting information about another person). Please note that if you are acting on behalf of the Data Subject, The Hayesbrook School will require evidence of the Data Subject’s identity, their written permission for you to receive their data and evidence of your identity.

Full name: Address: Contact telephone number: Email address: Relationship to data subject:

4. Records Required

Please specify or fully describe the document(s) you wish to see and over what time period*

5. Declaration

I certify that the information given on this form is true. I understand that it may be necessary for The Hayesbrook School to obtain more details in order to locate the correct information. I also understand that the 30 day period in which the school must respond to my request under the General Data Protection Regulation only commences when the school has sufficient information to process my request.

*I agree to the declaration above

Anyone who impersonates another individual to gain access to his or her information may be guilty of an offence. The Hayesbrook School will process the information provided in this Request Form for the purpose of dealing with your request.