# Employee DSAR Response Covering Letter Template

**[Organisation Letterhead]**

**DSAR Reference**: [DSAR-EMP-YYYY-NNNN]

**Date**: [DD/MM/YYYY]

**PRIVATE AND CONFIDENTIAL**

[Employee Name]
[Employee Address / Secure Portal Notification]

Dear [Employee Name],

## Subject Access Request Response

Thank you for your data subject access request dated [DD/MM/YYYY] in which you requested [all personal data / specific categories].

We have conducted a comprehensive search of our systems to locate your personal data. This letter accompanies the enclosed disclosure and explains the scope of our search, any exemptions applied, and your rights.

## Scope of Search

We searched the following systems for your personal data:

| System | Searched | Result |
|--------|----------|--------|
| HR Information System | Yes | [X] pages disclosed |
| Email (your mailbox, manager, HR) | Yes | [X] pages disclosed |
| Performance Management | Yes | [X] pages disclosed |
| Payroll | Yes | [X] pages disclosed |
| Time and Attendance | Yes | [X] pages disclosed |
| Access Control Logs | Yes | [X] pages disclosed |
| Training Records | Yes | [X] pages disclosed |
| [Other systems] | Yes | [X] pages disclosed |

**Total disclosure**: [XXXX] pages

## Redactions Applied

Where the personal data of other individuals (third parties) appeared in documents about you, we have redacted their personal data to protect their rights under Article 15(4) GDPR. Third parties are referred to as "Person A," "Person B," etc. throughout the disclosure.

## Exemptions Applied

[Select as applicable:]

- [ ] **Legal Professional Privilege**: Certain communications between the organisation and its legal advisers have been withheld under legal professional privilege (UK DPA 2018, Schedule 2, Part 4, Paragraph 19). [X] documents have been withheld on this basis. A privilege log is available upon request.

- [ ] **Ongoing Proceedings**: Certain information has been temporarily withheld as disclosure would prejudice [ongoing investigation / legal proceedings]. This information will be disclosed once the proceedings conclude.

- [ ] **Negotiations**: Certain information regarding the organisation's intentions in relation to negotiations has been withheld (UK DPA 2018, Schedule 2, Part 4, Paragraph 25).

- [ ] **No exemptions were applied.**

## Your Rights

If you believe this response is incomplete or incorrect, you have the right to:

1. **Request rectification** of inaccurate personal data (Article 16 GDPR)
2. **Request erasure** of personal data in certain circumstances (Article 17 GDPR)
3. **Lodge a complaint** with the Data Protection Officer: [DPO contact details]
4. **Lodge a complaint** with the supervisory authority: [ICO / CNIL / BfDI / AEPD / Garante / AP — include address and website]

If you have any questions about this disclosure, please contact the Data Protection Officer at [dpo@organisation.com].

Yours sincerely,

[Name]
[Title — Data Protection Officer / Privacy Manager]
[Organisation]