Freedom of information

Make a subject access request

Data Protection legislation gives you the right to request the information the University holds about you, such as comments on examination scripts, and references.

This Act refers to you as a data subject, and the information the University holds about you is known as personal data. Your request is known as a subject access request.

This page contains information advice about the scope of requests we can answer, details of the standard fee charged, and the timeframe by which we will respond.

Requests submitted through third party apps

The University is unable to respond to subject access requests submitted through third party apps. If you wish to make a request for information to the University please send your request to recordsmanagement@ed.ac.uk following the guidance below.

Request for transcripts

If you need a transcript of your academic record or official statement confirming your degree results please see the Student Administration department website.

Student Administration official documents

Scope of request

Unfortunately we cannot answer requests for all the information the University has about you, as this is too general a request for us to be able to find the information you want.

The University has over 9,000 staff spread over a large number of academic and administrative departments, most of which you will not have had any dealings with. Without more detailed information we do not know which ones to contact about your request.

Information that will help us answer your request includes:

  • The name(s) of the college, school or other area in whose records you would like us to look for information about you. You may want to think about the areas of the University with which you have had contact.
  • The type of information you are interested in, such as your student record or personnel file.
  • Your relationship with the University, such as student, member of staff, course applicant.
  • The date range of the information - for example, if you are interested in your student record, when were you a student with the University?

Verifying identity

Before we release information to you, we need to be confident of your identity, so we may ask you for additional information in order to verify it, for example a copy of your student or staff card, or passport.

Timeframe

We will normally answer requests for personal information made under Data Protection legislation within one month of receiving your request, and all information necessary to answer your request.

To make a subject access request

To make your request for information please contact the Records Management Section, providing your contact details and describing the information you want.

Records Management Section

Contact details

Address

Street

Old College
South Bridge

City
EH8 9YL