Introduction to this document

GDPR erasure of data response letter

You can use our letter to set out your reply to an individual’s request, made under the UK GDPR, for erasure of some or all of their personal data that you hold about them.

Erasure of personal data

Where any of the grounds for making a request are met, the UK GDPR enables individual data subjects to submit a request that you erase the personal data you hold about them. Once you’ve dealt with their request, you can use our GDPR Erasure of Data Response Letter to inform them that their personal data has been deleted as requested. It sets out who you’ve contacted to locate the personal data which is within the scope of the erasure request and what data has now been erased as a result. You must provide information on the action that you’ve taken without undue delay and in any event within one month of receipt of the individual’s request. However, depending on the complexity and number of the requests, the period for replying may be extended by two further months if necessary.

Third parties

The UK GDPR also requires you to communicate any erasure of personal data carried out in accordance with a request to each third-party recipient to whom the personal data has been disclosed, unless this proves impossible or involves disproportionate effort. You must also inform the individual about those recipients if they ask you to do so. There are three optional paragraphs covering the third parties.

Rejection of request

An individual’s right to request erasure doesn’t apply to the extent that your continued processing of the personal data is necessary for any of:

  • exercising the right of freedom of expression and information
  • compliance with a legal obligation which requires processing by law to which you’re subject, e.g. the obligation to keep records of working time, or for the performance of a task carried out in the public interest or in the exercise of official authority vested in you
  • reasons of public interest in the area of public health
  • the establishment, exercise or defence of legal claims.