Ask your employer for
a copy of your data

Article 15 of the GDPR gives you the right to confirmation that your employer is processing your personal data, a copy of that data, and information about it: why it is used, who it is shared with, how long it is kept and where it came from.

Article 12(3) says the employer must reply without undue delay and in any event within one month of receiving the request. For complex requests or many requests they can extend this by up to two further months, but only if they tell you within the first month and give the reason.

Article 12(5) says the information is provided free of charge. A reasonable fee, or a refusal, is allowed only if the request is manifestly unfounded or excessive, and the employer has to show that. A reasonable fee may also be charged for additional copies.

• Your personnel file, appraisals, warnings and disciplinary or grievance records.
• Emails, messages and notes that are about you and held by the employer.
• Attendance, pay and leave records.
• Notes of meetings about you, including investigation and disciplinary meetings.
• CCTV or monitoring data in which you appear, if you give the date, time and place.

You are asking for your personal data, not every document that mentions you or your department. Being specific about dates and topics gets a better and faster answer.

• Put it in writing and keep proof. Email the HR contact or data protection contact if there is one and keep the sent message. You do not have to use a special form.
• Diary the dates. Note the date they received it and the date one month later.
• Expect an identity check. If they have reasonable doubts about who you are, they can ask for more information to confirm your identity (Article 12(6)). Current employees are usually easy to identify.
• Keep it neutral. You do not have to give a reason. Do not mix the request with arguments about the dispute.

• Check what you got against what you asked for. Note anything missing, such as notes of a meeting you attended.
• Write back once. Say exactly what is missing and give a short deadline, for example 7 days. Keep the message.
• Exceptions exist. An employer can hold back information that would adversely affect the rights of others, such as another employee's data, and some material such as legally privileged advice. They should still give you the rest and say what they have withheld and why.
• Complain to the Data Protection Commission. If the answer is unsatisfactory or you get none, you can complain to the DPC. It will generally expect you to have raised the matter with the organisation first, so keep your request and follow-up.

If your dispute may go to the Workplace Relations Commission, a data access request can help you gather the records you need: warnings, notes and emails about you. It does not stop the WRC time limit. For most complaints that is 6 months from the date of the contravention, extendable to 12 months only for reasonable cause. Check your date first with our time limit guide and calculator.

Checked on 12 October 2026 against Articles 12 and 15 of the General Data Protection Regulation and the Data Protection Commission guidance on the right of access and on complaints. This page is general information and a template, not legal advice.

How to file a WRC complaint · WRC time limits · Request reasons for dismissal · Grievance letter template