Employee Right to Access Request Form

Streamline GDPR Data Subject Access Requests with Paperform

Under GDPR Article 15, employees have the right to access their personal data held by their employer. HR departments must respond to these requests within 30 days, verify the requestor's identity, and provide comprehensive information about data processing activities.

This Employee Right to Access Request Form template makes GDPR compliance straightforward for HR teams across the EU. Instead of managing email chains and manual paperwork, you can capture all required information in one professional, structured form that guides employees through the request process while ensuring your organisation meets its legal obligations.

Built for EU HR departments and compliance teams

Whether you're managing a team of 20 or 2,000, this template helps you:

• Verify identity before processing sensitive data requests, reducing fraud risk and protecting employee privacy
• Track the 30-day deadline automatically by capturing request dates and routing submissions to the right team members
• Gather complete information upfront, so you can fulfill requests efficiently without multiple follow-ups
• Maintain an audit trail of all data subject access requests for compliance reporting and regulatory inspections

The form collects the employee's identity verification details, specifies exactly what data they're requesting, and explains the process clearly—reducing confusion and demonstrating your commitment to data protection rights.

Automate your GDPR workflow with Stepper

Once an employee submits their access request, you can use Stepper to automatically:

• Send an acknowledgment email confirming receipt and outlining next steps
• Create a task in your project management system with the 30-day deadline
• Notify the data protection officer and relevant department heads
• Schedule reminder notifications as the deadline approaches
• Update your GDPR compliance tracking spreadsheet or database

This automation ensures no request falls through the cracks and helps you maintain compliance without adding administrative burden to your HR team.

Professional, accessible and compliant

This template is designed with GDPR principles in mind, using clear language that respects employee rights while protecting your organisation. It works seamlessly as an embedded form on your intranet, a standalone page on your HR portal, or distributed via email to employees who wish to exercise their rights.

Paperform's SOC 2 Type II compliance, data residency controls and enterprise-grade security make it a trusted choice for European HR departments handling sensitive employee data. With built-in integrations to your HRIS, case management systems and communication tools, you can keep your entire GDPR response workflow connected and auditable.

Start managing employee data subject access requests professionally, compliantly and efficiently with Paperform.