Accessing Personal Information

Accessing Personal Information

Any individual the University holds personal data about can make a request for information: staff, students, alumni, contractors, research subjects, and visitors to the University. This is called as a “Subject Access Request” (SAR).

Normally individuals can only request their own personal data. Individuals cannot request information about another individual, unless they are authorised to act on behalf of the Data Subject and can provide evidence to this effect.  Please note that we will not respond to any requests from third party SAR platforms.

Under the GDPR, people have the right to obtain:

confirmation that their data is being processed;
access to their personal data; and
other supplementary information – this largely reflects information within a Privacy Notice.

In most cases we will respond to requests within one month. If requests are complex we may have to extend this time by a maximum of a further two months. In this case we will inform the applicant and explain the reasons for the delay.

You may wish to use one of our forms below or you can send us an email to request information. 

Request forms

Download a Subject Access Request form for:

Third parties

Requests from third parties (eg. Police) should be addressed to Information Compliance at the email address below. 

Retention Schedules

The retention periods for University records can be found on our Records Retention Schedule page

Requesting other information

Requests for other information are dealt with under the Freedom of Information (Scotland) Act 2002 or the Environmental Information (Scotland) Regulations 2004.  Please see our Freedom of Information webpages for information.


If you have any questions please call Information Compliance (Data Protection, Freedom of Information and Records Management) on +141 331 8392 or email: