Subject Access Request

Subject Requests to Access, Update, Correct, Delete or challenge data


Data subjects have the following rights under GDPR:

1 – To view personal data held by KYP and access it in a common electronic format

2 – To request erasure of data where it is held by consent or is held beyond its retention date.

3 – To request update or correction of data where necessary

4 – To request details of the lawful reason for processing the subject’s personal data

5 – To challenge the lawful reasons for processing data or to request restriction on processing

6 – To request not to be subject to automated decision making.


1 – Subject Access Request (GDPR)

Under the GDPR, you have the right to obtain confirmation that your data is being processed, access to your personal data, and other supplementary information, such as how long we will retain the data. If the only legal reason for us to hold data is through your consent (e.g. for marketing), you have a right to remove consent. You can also request errors to be corrected.

The GDPR states that individuals are given access their personal data so that they are aware of, and can verify the lawfulness of the processing.

Normally this is free of charge. However, we may charge a reasonable fee to comply with requests for further copies of the same information. Where requests are manifestly unfounded or excessive, in particular because they are repetitive, we can charge a reasonable fee taking into account the administrative costs of providing the information or refuse to respond.

We must provide you with the information within one month of receipt. We will be able to extend the period of compliance by a further two months where requests are complex or numerous. If this is the case, we will inform you within one month of the receipt of the request and explain why the extension is necessary.

If we refuse to respond to a request, we will explain why, informing you of your right to complain to the supervisory authority and to a judicial remedy without undue delay and at the latest within one month.

We must verify the identity of the person making the request.

If you make the request electronically, we will try and provide the information in a commonly used electronic format, and send it you in a secure way.

Please check the information you are requesting is not already available to you, e.g. by logging onto Onefile portfolio system.

We cannot provide information that compromises the rights of others, e.g. if it reveals the personal data of other learners or staff.

We will ask you to specify the nature of information you require. If you do not, and we hold a lot of information, it is possible that we may consider the request to be complex, and require further time, or possibly consider it excessive.

You may make a request by completing the form below and emailing it to or by posting it to Jen Winwood at the company address.  If the request is on behalf of someone else, we will only accept a paper copy, with a signed authority from the subject. If sent electronically, we will only carry out the request if we can confirm your identify.

 If you have any questions, please contact, or phone on the number above.


2 – To request erasure of data

You may request deletion or anonymisation of data where either the data has been obtained by consent, and you choose to revoke that consent, or if the data no longer has a lawful reason to be retained. Please use the form below to identify the data that you wish to be erased or anonymised.


3 – To request that your data is updated or corrected.

A data subject may request that their personal data is updated (e.g. when their address has changed) or corrected where errors exist. Please use the form below to make this request.


4 – To request details of the lawful reason for processing data

A data subject may request details of the lawful basis on which KYP is processing their personal data.


5 – To challenge the lawful basis for collecting or processing data or to restrict processing

KYP may continue to process the data if it maintains that it has a lawful basis. The data subject has a right to challenge this with the ICO (Information commissioner’s Office) if they are not satisfied with the outcome.


6 – To request not to be subject to automated decision making

We do not currently make automated decisions.

If you would like to exercise any of these rights, please contact the data protection officer at or contact the office.

Who can I complain to? If you believe that KYP has not complied with your data protection rights, please contact the Data Protection Officer in the first instance. If you are unhappy with the response, you have the right to contact the Information Commissioner by going to their website ( or by ringing 0303 123 1113

What if I do not provide personal data? Failure to provide data required to meet lawful obligations (except where consent is required) will result in us not being able to accept you as a visitor.

Glossary of Acronyms GDPR – General Data Processing Regulations

Data Sharing Agreements KYP will not share your data.