On occasion, people may make requests under the Data Protection Act for a copy of their information to be sent to them. In this case, administrators, if able, should take the following actions. If unable, they should raise the case with a more priviledged administrator.
Stores of Information
- Mailing Lists
- Unix User Accounts (if applicable)
- Mail (if applicable)
- Invoicing System
Collecting the Information
From the mailing lists, the user's personal details and message status and
clickthrough details should be collated, probably as a
.json file as part
of an export from the API.
.csv export of any records from tables relating to the subject. Ensure
that no user data of other users is compromised.
Unix User Accounts
If the user has a Unix account on any MeridianGroup controlled server, the
details of this account should be collated. This should include entries in
If the user has an email account, the details of the account, any aliases
.zip file of the user's email inbox should be collated.
If the user has been invoiced previously for any reason, a copy of all previous and future invoices should be provided, and any additional personal details stored on the invoicing system.
Sending the data
Once collected, the data should be sent as a
.zip file containing all
relevant data in separate folders. Before any file of this kind is transmitted,
it must be checked by a member of the committee, who can be contacted at