You don't need a reason
You don't have to say why you want your data, and asking doesn't mean you're starting a dispute. Many people ask simply to see what's on file before an appraisal, a promotion round or a return from leave.
It doesn't matter how big your employer is. A business with two staff has to answer, just like a large one.
Keep it calm and specific
- Send it to the data protection contact in the staff privacy notice, or to HR. Not to your line manager.
- Use your personal email address, so the reply comes to you even if your work account changes.
- Name the records you want and a date range. A focused request is easier to answer and harder to delay.
- 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're treated differently afterwards
Asking for your data is a legal right. If you're treated unfairly because you asked, write down what happened and when, and get advice from Acas, your union or a solicitor.
What you'll get
A copy of your data, plus what they use it for, who they've shared it with and how long they keep it. Some parts may be blacked out, such as other people's details or legal advice.
What to put in your request
- Your HR file
- Emails and chat messages about you
- Appraisals and performance reviews
- Notes from one-to-ones or meetings about you
- Any monitoring data about you
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.