Do you know that individuals can request to see the information we hold about them?
This is a right that we all have under the UK General Data Protection Regulation (UK GDPR) and is known as a Subject Access Request (SAR). Anybody can make a request to any organisation, and it may be received by any member of staff. No payment is needed for such a request, and they can be made in any form.
You are not individually expected to deal with the request, but you need to be aware that requests can be made and if so, you should recognise them and pass them onto the Information Governance team at dpa@abdn.ac.uk asap, as we only get a month to answer them.
You need to be aware that this can mean information you have recorded about a person may have to be released to them. This can sometimes lead to discomfort, when perhaps a comment has not been worded in the best way. However, if it is their information and if no exemption applies to justify withholding, then it has to be released to them. We should all be reminded that all information we record about individuals might be seen by them and as such it should always be accurate and respectful.
Comments you write about other people are also their information and they may have a right to see it. Just because you wrote it does not mean that it is solely your data. There is no automatic entitlement to other peopl's data, however, sometimes if other people’s information is captured along with yours, it may be released, but only where it is reasonable to do so.
Please be mindful of the information you record and if you have any questions, please contact dpa@abdn.ac.uk