Subject Access Request (SAR) Response Procedure - Quality Waste

Quality Waste – Compliant with the UK GDPR and Data Protection Act 2018
Effective Date: 2 June 2025

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1. Purpose

This procedure outlines how Quality Waste handles Subject Access Requests (SARs) in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Individuals have the right to access personal data that Quality Waste holds about them, and we are committed to responding to all SARs fairly, transparently, and within the required legal timeframes.

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2. What is a Subject Access Request (SAR)?

A Subject Access Request allows individuals to obtain:

• Confirmation that their personal data is being processed
• Access to a copy of their personal data
• Other supplementary information as outlined in Article 15 of the UK GDPR

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3. How to Submit a SAR

Individuals may submit a SAR via email or post. Requests must include enough information to verify identity and locate the relevant data.

📧 Email: sales@qualitywaste.co.uk
📬 Post: SAR Requests, Quality Waste, [Insert Registered Office Address]

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4. Verification of Identity

To protect personal data, we require proof of identity before processing any SAR. Acceptable ID includes:

• A copy of a passport, driving licence, or utility bill (dated within the last 3 months)
• For authorised third parties, a signed letter of authority and ID of both the requester and data subject

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5. Timeframe for Response

We will respond to all valid SARs within one calendar month from the date of receipt and identity verification. Where requests are complex or numerous, this may be extended by up to two additional months, with notification to the requester.

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6. What We Will Provide

Upon verification, we will provide:

• A copy of the personal data we hold
• The purpose of processing
• Categories of personal data concerned
• Recipients or categories of recipients
• Retention periods
• Rights to rectify, erase, restrict, or object to processing
• The right to lodge a complaint with the ICO
• Any information about the source of data if not collected from the individual

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7. Exemptions

Some data may be redacted or withheld if an exemption applies under the Data Protection Act 2018 (e.g. data relating to other individuals or legally privileged information).

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8. Record Keeping

We maintain a secure log of all SARs received, including the date of receipt, identity verification, and the response provided.

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9. Complaints

If you are dissatisfied with how your request has been handled, you may contact us or lodge a complaint with:
📍 Information Commissioner’s Office (ICO)
🌐 https://ico.org.uk

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10. Contact Us

For all SAR-related queries or to make a request, please contact:
📧 sales@qualitywaste.co.uk
🌐 https://www.qualitywaste.co.uk