Legal and risk / Free editable template

Subject access request calendar template

A subject access request gives people the right to a copy of their personal data, and you normally have one calendar month to respond. This board plans a request on a five-week calendar, from logging it and checking ID to searching systems, collating, redacting other people's data, checking exemptions and sending the pack with time to spare, plus what to send and when the deadline can move.

This is a planning example, not legal advice. Check your own policies, advisers and the local rules that apply to you.

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Subject access request calendar example showing five-week calendar with the work as bars, what to send checklist, rules for extensions and refusals
Everything in this example is editable. Replace the labels, move the shapes and adapt the layout to your work.

How to use this template

  1. Log it on day one

    Record when the request arrived and check identity if you need to. Asking for ID or clarification pauses the clock.

  2. Plan the searches

    List every place the data could be, including email, chat, CRM, HR files and backups, and give each search an owner and a date.

  3. Leave time to review

    Redaction and exemption checks take longer than searching. Plan them early so the pack goes out before the deadline.

Questions about this template

How do I move the plan to a new request date?

Change the calendar dates to start from the day you received the request, then move each task bar and the deadline marker to match.

Do I need an account to use it?

No. Open the template and edit it in your browser. Your work saves on this device. An account is optional if you want to sync your workspace.

Can I export the finished diagram?

Yes. Use Export in the editor to save a PNG, SVG or PDF, or download an editable .epicdraw backup.

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