How far back it goes
There's no cut-off date. You can ask for anything they still hold, however old, including archived records. What they've already deleted under their retention policy is gone, which is a reason not to wait too long.
The size of the business doesn't matter either. Every employer has to answer.
Help them find you
- Give your dates of employment, job title and employee or payroll number.
- Name the people, teams or events you're interested in, such as a manager or a grievance.
- Use a personal email address. Your old work account won't work any more.
- If they hold a lot of information, they can ask you to clarify what you want, and the one-month clock pauses until you reply.
If you signed a settlement agreement
Some settlement agreements mention data requests. Check what yours says, and get advice from Acas, your union or a solicitor before relying on it either way.
If you're thinking about a claim
Watch the deadline
Most employment tribunal claims must be started within three months less one day of what happened, and you have to contact Acas for early conciliation first. A subject access request does not pause that deadline.
What to put in your request
- Your HR file, including your leaving records
- Emails and messages about you
- Notes of meetings about you
- Any references they've given about you (these may be held back)
- Your exit interview notes
Related guides
Sources: UK GDPR Article 15; Data Protection Act 2018, Schedule 2; Data (Use and Access) Act 2025; Acas Code of Practice on disciplinary and grievance procedures; ICO guidance on the right of access. Last reviewed 7 October 2026. General information about UK data protection law, not legal advice. If you're in a dispute with your employer, speak to a solicitor, your union or Acas.