The short version

• The Probation Service acknowledged my disability and confirmed email as my correspondence preference.
• They then issued my Subject Access Request response as a paper-only bundle.
• That conflicts with UK GDPR Article 15(3) and undermines reasonable adjustments under the Equality Act 2010.
• I have required a full digital re-issue within 7 days and will escalate to the ICO if not remedied.

What I asked for

Digital files are an accessible format for me. I submit rights requests electronically and I have been clear that email is my preferred channel.

What they promised

In a letter dated 5 August 2025 the Probation Service stated that my correspondence would be sent by email in line with my preference and disability disclosure.

What actually happened

• The SAR was made electronically.
• The response arrived as a large paper pack only.
• No digital copy was provided, despite feasibility and the prior commitment to email.

The law that applies

UK GDPR Article 15(3)

If a request is made electronically, the controller should provide the information in a commonly used electronic form, unless the individual requests otherwise.

UK GDPR Article 12(2)

Controllers must facilitate the exercise of data subject rights. Creating avoidable barriers or friction is not acceptable.

Equality Act 2010 Section 20

There is a duty to make reasonable adjustments for disabled people. Providing data in the accessible format I use – digital – is a straightforward adjustment they had already acknowledged.

Impact on me

• Paper is slower to search, analyse, and store securely.
• It delays my ability to act on time sensitive rights.
• It conflicts with what they said they would do, which increases administrative burden and stress.

Remedy required

Re-issue the full SAR response in a commonly used electronic format, for example PDF, within 7 days of notification. I have already requested this. If they do not comply, I will escalate to the ICO and record a failure to make reasonable adjustments.

Evidence

• Probation Service confirmation that email is my correspondence preference, dated 5 August 2025.
• Proof the SAR was submitted electronically.
• Proof of receipt of a paper-only pack.

The takeaway

They tried paper to slow the process. It produced cleaner evidence and stronger grounds. Backfire complete.

Note: This post is for transparency and accountability. It is not legal advice.