Late Response to a Data Access Request Follow-Up
Draft late Response to a Data Access Request Follow-Up with an escalation ladder and an evidence checklist.
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Write a follow-up letter when an organization has not answered my request for a copy of my data within the time that applies. Inputs I will provide: organization [ORGANIZATION_NAME], date of my first request [FIRST_REQUEST_DATE], how I sent it [HOW_SENT], reference number [REFERENCE_NUMBER], the time limit I believe applies [TIME_LIMIT_IF_KNOWN]. It should restate the original request in one sentence, give the date and proof of sending, say how much time has passed, and ask for the data or a written reason for the delay by a date I choose. It should state the time limit only as I give it in [TIME_LIMIT_IF_KNOWN], and mention that I may contact the privacy authority if there is still no answer. Gather before drafting: my original request with the date and the way I sent it, any automatic acknowledgement, the reference number, and the time limit that applies in my area, taken from a reliable source I will check. What I can realistically request: the full copy of my data, or a written reason and a new date, and confirmation that the request is logged. They will often answer: "We are processing a high volume of requests." Answer by asking for a firm completion date and noting that you will contact the privacy authority if there is still no answer. Give me a three-letter sequence for the late response to a data access request follow-up: a no-reply follow-up, and a response to an inadequate answer, each shorter than the one before. Supply the letter together with a short cover note, around 60 words, next an if-ignored ladder (second request, then a complaint to the privacy authority named in my local guidance), and a list of exhibits (original request, delivery receipt or sent email, any acknowledgement), and a proof-of-delivery tip. Email the letter as a PDF attachment, then keep the thread and any automatic reply and do not delete any reply. Give me a draft, since I am not asking for legal advice, so say where a professional should look. Draft the letter in my own voice as an ordinary person, without posing as counsel, and use no made-up titles or licence numbers. Pause for any blank fact before you write and warn me about unsupported statements. Quote no law, case or time limit that I did not supply; lean only on [JURISDICTION] and [RELEVANT_LAW_OR_POLICY_IF_KNOWN], and remind me to check the exact law with a qualified professional or a local consumer agency. Make it firm without heat, without insults or empty threats, and state the response date I choose in [DEADLINE].
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Dear Data Protection Contact, On 3 March I emailed a request for a copy of my personal data (reference DSR-4471). Your automatic reply confirmed receipt the same day. It is now 17 April and I have received nothing. Please send the data, or tell me in writing why it is delayed and when I can expect it, by 30 April. If I do not hear back I will contact the privacy authority. I have attached my original request and your acknowledgement. Thank you, Erin Walsh Cover note: keep the proof of sending. Check the legal time limit yourself with the privacy authority.
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