Response Letter to an Access Request

[Organization Letterhead]

Date: [DD-MM-YYYY]
Reference No.: [Request ID, e.g. RR-2026-014]

To,
[Data Principal Name]
[Address / Email on file]

Subject: Response to Your Request for Access to Personal Data - Section 11, Digital Personal Data Protection Act, 2023

Dear [Data Principal Name],

We refer to your request dated [DD-MM-YYYY], made through [channel - e.g. our grievance portal], seeking access to information regarding the personal data we hold and process about you under Section 11 of the Digital Personal Data Protection Act, 2023.

1. IDENTITY VERIFICATION

We confirmed your identity on [DD-MM-YYYY] through [verification method] before processing this request, to ensure your personal data is disclosed only to you.

2. INFORMATION PROVIDED

In response to your request, please find below:

(a) A summary of the personal data we process about you: [Categories - e.g. name, contact details, account activity, transaction history]

(b) The processing activities for which this data is used: [List purposes, e.g. account management, service delivery, customer support]

(c) The identities of Data Processors with whom this data has been shared, where applicable: [List, or state "No such sharing has occurred" if applicable]

(d) A summary of any data breach concerning your personal data (if applicable): [State details, or "None recorded" if applicable]

(e) Any other information prescribed and applicable to your request: [Fill as relevant]

A detailed export of the specific data fields referenced above is enclosed / attached as [Annexure A].

3. RETENTION

This information is retained in accordance with our published Retention Schedule and will be erased when the purpose for which it was collected is no longer being served, or earlier upon a valid request, per Section 8(7) of the Act.

4. FURTHER RIGHTS

Should you wish to request correction or erasure of any of the above information, or to nominate another individual to exercise your rights in the event of death or incapacity under Section 14, you may do so by writing to us at the contact details below.

5. CONTACT

Name: [DPO / Grievance Officer Name]
Email: [Email]
Phone: [Phone]

If you are not satisfied with this response, you retain the right to escalate your grievance to the Data Protection Board of India after exhausting this grievance redressal process, per Section 13 of the Act.

Yours sincerely,

[Authorized Signatory Name]
[Designation]
For [Organization Name]

Enclosure: Annexure A - Personal Data Export