Access your Personal Data

The Data Protection Act 1998 gives individuals a general right to request access to personal data held about them by the University.

Subject Access Request

You can request access to the data we hold about you via our:

Your written request should include:

  • your full name, address and description of the information that you seek
  • two proofs of identification:
    • one photographic ID (a photocopy of your staff/student smartcard, passport or driving licence)
    • proof of address (a photocopy of a recent bill or statement showing your current address)

A £10 administration fee is charged for this service - the fee is non-refundable. This can be paid by cheque or postal order, made payable to 'Newcastle University' or online using our webstore.

We must have received the written request, proofs of identity and the £10 fee before we can process your request.

For medical records a different fees structure can be applied but will not exceed £50.

Subject Access Requests should be addressed to:

Information Security Officer (Compliance)
IT Service
Claremont Tower
Newcastle University 
Newcastle upon Tyne 



Requests for access to occupational health records should be addressed to Occupational Health.

We are obliged to reply promptly to your request and in any event within 40 calendar days of it being received.

If we need additional information in order to identify and locate the information you wish to access then, provided we tell you what is required, we do not have to respond to your request until this additional information has been received.