✉️ Wzory pism i Twoje dane

Co robi to pismo: To pismo korzysta z Twojego prawa z art. 15 UK GDPR. Organizacja ma zwykle miesiąc kalendarzowy na odpowiedź, wniosek jest bezpłatny, a odmowa „bo dokumenty wspominają innych” jest niedopuszczalna — muszą zakryć dane innych osób. Pismo mówi to wprost, żeby nie mogli Cię zbyć.

[Your name]
[Your address]
[Your email]
[Date]

To: [Name of the organisation, e.g. Springfield Primary School]
[Their address or email]

SUBJECT ACCESS REQUEST — [your full name], [your date of birth]

Dear Sir or Madam,

I am making a subject access request under Article 15 of the UK General Data Protection Regulation and the Data Protection Act 2018.

Please provide me with a copy of all personal data you hold about me, including (but not limited to): my file, emails and letters that mention me, notes of meetings and telephone calls, incident reports, assessments and internal correspondence.

[IF FOR YOUR CHILD, ADD: I make this request on behalf of my child, [child's full name], [child's date of birth], as their parent/guardian.]

Please note: if documents also contain other people's information, this is not a reason to refuse my request. As the law requires, please provide my (or my child's) personal data with third parties' details redacted. A general summary is not sufficient — I am entitled to a copy of the data itself.

This request is free of charge and you must respond within one calendar month. If you need to verify my identity, please tell me promptly what you require.

If I do not receive a full response, I will complain to the Information Commissioner's Office.

Yours faithfully,
[Your name]

Co robi to pismo: Instytucje często liczą, że po ogólnikowej odpowiedzi ludzie się poddadzą. To pismo nazywa dwa najczęstsze uniki — streszczenie zamiast kopii i zasłanianie się danymi innych osób — i wyznacza 14 dni przed skargą do ICO. Skarga do ICO jest bezpłatna i często błyskawicznie zmienia nastawienie.

[Your name]
[Your address]
[Date]

To: [Name of the organisation]
[Their address or email]

FOLLOW-UP TO MY SUBJECT ACCESS REQUEST OF [date of your first letter]

Dear Sir or Madam,

On [date] I made a subject access request. [CHOOSE: I have received no response. / Your reply of [date] contained only general information and did not include copies of my personal data. / You refused my request on the basis that documents contain other people's information.]

I remind you that:

1. Under Article 15 UK GDPR I am entitled to a COPY of my personal data — not only a summary or a description of it.

2. The presence of other people's information in a document is not a lawful ground to withhold it entirely. You must provide the document with third parties' details redacted.

3. The statutory deadline of one calendar month [has passed / is approaching].

Please provide the outstanding data within 14 days of this letter. If I do not receive it, I will complain to the Information Commissioner's Office (ico.org.uk) and provide this correspondence as evidence.

Yours faithfully,
[Your name]

Co robi to pismo: Słowa „formal complaint” mają znaczenie: zmuszają instytucję do uruchomienia oficjalnej procedury skargowej — z terminami i pisemnym wynikiem. Ten pisemny wynik to Twoja przepustka do ombudsmana, jeśli nie naprawią sprawy. Jeśli uważasz, że potraktowano Cię tak z powodu tego, kim jesteś (narodowość, niepełnosprawność, płeć…), napisz to — wtedy w grę wchodzi Equality Act.

[Your name]
[Your address]
[Date]

To: [Complaints team / Headteacher / Practice Manager]
[Name and address of the institution]

FORMAL COMPLAINT — [your name / your reference number]

Dear Sir or Madam,

I wish to make a formal complaint under your complaints procedure.

WHAT HAPPENED:
[Describe events briefly and factually, with dates. For example: "On 12 May 2026 I attended a meeting with... I was told that... Despite three emails (15, 22 and 29 May) I received no response."]

WHY I BELIEVE THIS WAS WRONG:
[For example: you did not follow your published policy; I was given no decision or reasons; I was treated worse than other people in the same situation.]

[IF RELEVANT, ADD: I believe I was treated this way because of my [nationality / race / disability / sex / religion / other protected characteristic]. If so, this may amount to discrimination under the Equality Act 2010, and I ask you to address this point specifically in your response.]

WHAT I WOULD LIKE:
[For example: a written explanation and apology; a review of the decision; the service I was entitled to; changes so this does not happen to others.]

Please: (1) confirm receipt of this complaint, (2) send me a copy of your complaints procedure, and (3) tell me when I will receive a full response. Please deal with this in writing.

Yours faithfully,
[Your name]

Co robi to pismo: Pisemny grievance to oficjalny pierwszy krok w większości sporów pracowniczych — trybunały pracy oczekują, że go spróbujesz. Tworzy dokumentację, zobowiązuje pracodawcę do spotkania, a Ty masz prawo przyjść z kolegą/koleżanką z pracy lub przedstawicielem związku. Karanie Cię za złożenie skargi w dobrej wierze jest samo w sobie bezprawne.

[Your name]
[Your job title]
[Date]

To: [Your manager's name / HR department]

FORMAL GRIEVANCE

Dear [Name],

I am raising a formal grievance under the company's grievance procedure.

THE ISSUE:
[Describe what happened, with dates, places and names. For example: "Since March 2026 my shifts have been repeatedly changed without notice, while colleagues... On 4 June my supervisor said to me that..."]

[IF RELEVANT, ADD: I believe this treatment is connected to my [nationality / sex / disability / pregnancy / religion / other protected characteristic] and may amount to discrimination or harassment under the Equality Act 2010.]

EVIDENCE I RELY ON:
[List: emails, messages, rotas, payslips, names of witnesses.]

WHAT I WOULD LIKE:
[For example: for the conduct to stop; payment of what I am owed; a transfer; a written assurance about future treatment.]

Please arrange a grievance meeting at the earliest opportunity. I understand I have the right to be accompanied by a colleague or a trade union representative.

Yours sincerely,
[Your name]

Co robi to pismo: Mandatory Reconsideration to obowiązkowy pierwszy krok przed odwołaniem do trybunału. Nie pisz tylko, że się nie zgadzasz — wskaż konkretne błędy i dołącz dowody. Większość MR kończy się odmową, ale nie zniechęcaj się: kolejny krok (niezależny trybunał) jest bezpłatny i większość osób, które stawią się ze wsparciem, wygrywa. Jeśli spóźnisz się z wnioskiem — i tak go wyślij, z uczciwym wyjaśnieniem.

[Your name]
[Your address]
[Your National Insurance number]
[Date]

To: [The office address on your decision letter — DWP]

MANDATORY RECONSIDERATION REQUEST — [benefit, e.g. Personal Independence Payment], decision dated [date on the letter]

Dear Sir or Madam,

I am asking you to reconsider your decision of [date] about my [benefit].

I disagree with the decision because:

1. [Point at a specific error. For example: "The assessment report says I can walk 200 metres without difficulty. This is not correct — I can walk about 20 metres before I need to stop because of pain, as my GP confirms."]
2. [Another specific point — take the decision letter and respond to it point by point.]
3. [What the decision ignored — e.g. bad days, medication side effects, help you need from others.]

I enclose the following evidence: [GP letter, hospital letters, prescription list, carer's statement].

[IF YOU ARE LATE, ADD: I apologise that this request is outside the one-month deadline. The reason is [illness / I did not receive the letter until... / personal circumstances]. I ask you to accept it late.]

Please send me a Mandatory Reconsideration Notice with your response, as I may wish to appeal to the tribunal.

Yours faithfully,
[Your name]