Requesting Family Court Records: SAR Guide

Privacy Notice for Family Court Forms

HM Courts & Tribunals Service publishes a specific Privacy notice for Family Court forms for England and Wales. It explains how the Ministry of Justice and HMCTS process personal data supplied in connection with Family Court proceedings, how to access personal data, how information may be shared and how to complain.

Current HMCTS Subject Access Request Contact

SAR, Court File, Transcript or Judicial Data?

Data (Use and Access) Act 2025 – What Changed

The right of access remains under Article 15 UK GDPR and the Data Protection Act 2018, but the Data (Use and Access) Act 2025 changed practical SAR rules that now apply to current requests.

Important Limits on Audit Logs, Internal Notes and Staff Details

You can ask for audit logs, access logs, internal notes, system records and metadata where they contain personal data relating to you. However, a SAR does not guarantee disclosure of every technical record or every staff identifier.

• HMCTS only has to conduct reasonable and proportionate searches.
• Information about another person may need to be redacted.
• Legal professional privilege and other exemptions may apply.
• Judicial-independence and judicial-proceedings protections may apply.
• A record that does not contain your personal data is not brought into Article 15 simply because it concerns the same case.

Current Response Time – Important Detail

The response period can begin from receipt of the request or, where lawfully required, after HMCTS receives information needed to confirm identity, authority to act for another person, or any applicable fee.

Personal Data Processed by the Judiciary

The Judiciary privacy notice was updated in March 2026. It states that ordinary UK GDPR subject-access rights do not apply in the same way where a judge, court or tribunal processes data while exercising judicial functions.

Access may instead be available under the Family Procedure Rules or another court process. The notice also explains that the ICO does not have supervisory authority over judicial processing in that capacity.

Getting Documents From the Family Court File

FPR 29.12 provides a separate mechanism for access to documents retained in the Family Court. Subject to other rules and court directions, a party, legal representative, children's guardian or litigation friend may have a search made for, inspect and obtain a copy of documents filed or lodged in those proceedings.

Getting a Transcript of a Family Court Hearing

HMCTS uses Form EX107 to request a transcript of court or tribunal proceedings. The form and guidance were updated on 1 June 2026.

Private Family Court hearings have additional restrictions. The current transcript guidance says non-parties to a Family Court hearing generally need to make a formal application to the court for permission before obtaining the transcript.

If HMCTS Does Not Deal With the SAR Properly

1. Write back to the Disclosure Team identifying what you believe is missing or incorrect.
2. Ask what systems and search terms were used where this would help explain missing records.
3. Ask HMCTS to identify the exemption or restriction relied upon for withheld data, so far as the law requires that explanation.
4. Escalate data-protection concerns to the Ministry of Justice Data Protection Officer where appropriate.
5. If the issue remains unresolved, complain to the Information Commissioner's Office about administrative HMCTS/MoJ processing.

Extra Wording You Can Add to the SAR Template

Official Source Library

 If you have been involved in Family Court proceedings, you have the right to ask HM Courts & Tribunals Service (HMCTS) for copies of the personal data they hold about you.

This is known as a Subject Access Request (SAR) and is a legal right under Article 15 of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

A SAR can help you understand what administrative information HMCTS holds, how your data has been processed, and who has had access to it.

HM Courts & Tribunals Service (HMCTS): You can submit an SAR for personal data held on court administrative files by emailing data.access@justice.gov.uk or by writing to the Disclosure Team (Post point 10.24, 102 Petty France, London, SW1H 9AJ). However, this will not yield full transcripts or judicial records due to exemptions. 

What Can You Request?

You can ask HMCTS for all personal data relating to you that is held on Family Court administrative systems.

This may include:

• Family Court administrative files.
• Case management records.
• Court office records.
• Electronic and paper records.
• Administrative correspondence.
• Internal emails that contain your personal data.
• Microsoft Teams or other internal messages containing your personal data.
• Telephone attendance notes.
• Administrative file notes.
• Workflow records.
• Audit logs.
• Case progression records.
• Complaint records.
• Administrative decision records.
• Metadata showing when records were created or amended.
• Records shared between HMCTS departments where they contain your personal data.

Can You Ask for Internal Notes?

Yes.

If an internal note contains your personal data, it falls within the scope of a Subject Access Request unless a lawful exemption applies.

Examples include:

• Administrative notes.
• Caseworker notes.
• File annotations.
• Internal comments.
• Supervisor notes.
• Processing notes.
• Telephone logs.
• Internal emails discussing you.
• Diary entries.
• Workflow comments.

Can HMCTS Refuse to Disclose Information?

Sometimes.

A Subject Access Request gives you the right to receive your personal data, but it does not automatically entitle you to receive every document held on a file.

HMCTS may lawfully withhold or redact information where an exemption applies, for example:

• Personal data belonging to another individual.
• Information protected by legal professional privilege.
• Judicial deliberations or material relating to judicial decision-making.
• Information where disclosure would prejudice the administration of justice or another lawful exemption under the Data Protection Act 2018 applies.

If information is withheld, HMCTS should explain the exemption being relied upon unless doing so would itself be unlawful.

How Far Back Can You Request Records?

You can ask for records covering a specific period.

For example:

"Please provide all personal data held about me from 1 January 2020 to 3 July 2026."

If you are unsure of the dates, you can simply ask for all records held.

Information You Can Specifically Request

Your request can include:

• All personal data held about you.
• Copies of documents containing your personal data.
• Internal administrative notes.
• Internal emails.
• Call logs.
• Audit trails.
• Access logs showing who viewed your records.
• Record amendment history.
• Metadata.
• Complaint records.
• Escalation records.
• Administrative correspondence.

You can also ask HMCTS to explain:

• Why your personal data is being processed.
• The categories of personal data held.
• Who your data has been shared with.
• Where the information came from if it was not obtained directly from you.
• How long the information will be retained.
• Whether automated decision-making has been used.

How Long Does HMCTS Have to Respond?

In most cases, HMCTS must respond within one calendar month of receiving your request.

The time limit may be extended by up to two further months if the request is particularly complex or involves a large volume of data. If an extension is needed, HMCTS should inform you within the first month and explain why.

Do You Need to Explain Why You Want the Information?

No.

You do not have to justify or explain your reasons for making a Subject Access Request.

Your legal right exists regardless of why you want the information.

What If HMCTS Does Not Respond Properly?

If you believe HMCTS has:

• failed to respond within the legal time limit,
• withheld personal data without proper justification,
• failed to carry out reasonable searches, or
• otherwise failed to comply with UK data protection law,

you can first ask HMCTS to review its response. If the issue remains unresolved, you can make a complaint to the Information Commissioner's Office (ICO), which regulates data protection compliance in the UK.

Practical Tips

• Be clear about the date range you want searched.
• Include your full name, date of birth, contact details, and any known court or case reference numbers.
• Ask for the information in electronic, searchable PDF format where possible.
• Keep a copy of your request and any correspondence.
• If information appears to be missing, ask HMCTS to explain what searches were carried out and why certain records were not located.

A well-written Subject Access Request is often more effective than a very broad one because it helps HMCTS identify the records you are seeking while ensuring your legal rights are protected.

Template (SARS) request

Subject;

Subject Access Request (Article 15 UK GDPR & Data Protection Act 2018)

To: Data Protection Officer / HM Courts & Tribunals Service (HMCTS)

I am making a formal Subject Access Request under Article 15 of the UK General Data Protection Regulation and the Data Protection Act 2018.

Please provide copies of all personal data held about me by HM Courts & Tribunals Service, including all Family Court administrative records, whether held electronically, 

digitally, manually, archived, or within any case management or administrative systems.

Time Period Requested

Please search all records from 1 January 2020 to 3 July 2026.

This request includes all data held within Family Court administrative files regardless of whether the information was placed before the court or formed part of the official court bundle.

Scope of the Request

Please disclose all personal data relating to me including, but not limited to:

• Family Court administrative files.
• Administrative case files.
• Court office records.
• Case management systems.
• Electronic and paper files.
• Archived records.
• Records held by regional court offices.
• Central HMCTS records.
• Digital case management platforms.
• Scanned documents.
• Metadata associated with documents and records.

Internal Communications

Please provide copies of all personal data contained within:

• Internal emails.
• Email chains.
• Draft emails.
• Microsoft Teams messages.
• Instant messaging communications.
• Internal memoranda.
• Briefings.
• File notes.
• Telephone attendance notes.
• Call logs.
• Internal correspondence.
• Escalation records.
• Discussions between court staff concerning me.
• Communications with managers or legal advisers where my personal data appears.

Internal Notes

Please include every internal note containing my personal data, including:

• Caseworker notes.
• Administrative notes.
• Margin notes.
• Handwritten notes.
• Notebook entries.
• Sticky notes.
• Case annotations.
• Decision logs.
• Action logs.
• Diary entries.
• Workflow notes.
• Processing notes.
• Supervisor comments.
• Internal observations.
• Case summaries.
• Administrative assessments.
• Internal recommendations.

Audit and System Records

Please provide:

• Audit logs.
• Access logs.
• Viewing history.
• User activity logs.
• Record amendment history.
• Metadata showing creation, amendment, deletion or movement of records.
• User IDs associated with actions on my records.
• Date and time stamps.
• Workflow history.
• Case progression logs.

Correspondence

Please provide copies of all correspondence involving my personal data, including correspondence:

• Sent to me.
• Received from me.
• Sent about me.
• Between HMCTS staff.
• Between HMCTS and judges' clerks where disclosure is permitted by law.
• Between HMCTS and external agencies where my personal data appears.
• Between HMCTS and legal representatives.
• Between HMCTS and Cafcass where my personal data is processed administratively.

Documents

Please provide copies of all documents containing my personal data, including:

• Draft documents.
• Superseded versions.
• Working copies.
• Administrative forms.
• Complaint records.
• Incident reports.
• Safeguarding referrals.
• Risk assessments.
• File reviews.
• Complaint handling records.
• Quality assurance records.
• Escalation documents.
• Freedom of Information records where my personal data appears.
• Data protection correspondence relating to me.

Search Terms

Please search using all identifiers associated with me, including:

• My full legal name.
• Any previous names held.
• My date of birth.
• My addresses.
• My email addresses.
• My telephone numbers.
• Any HMCTS reference numbers.
• Any Family Court case numbers connected with me.

Information Required Under Article 15

In addition to copies of my personal data, please provide:

• The purposes of processing.
• The categories of personal data processed.
• The categories or identities of recipients with whom my personal data has been shared.
• Details of any transfers outside the United Kingdom.
• The source of any personal data not obtained directly from me.
• The retention periods applicable to each category of data.
• Details of any automated decision-making or profiling.
• Information about my rights relating to rectification, erasure, restriction, objection and complaint.

Redactions

If any information is withheld, please:

• Identify the specific document or category of document withheld.
• State the statutory exemption relied upon.
• Explain why that exemption applies.
• Disclose all remaining personal data capable of being released after appropriate redaction.

Format

Please provide the information electronically in searchable PDF format wherever possible. If files are too large, please provide them in logical batches.

If you require any further information to identify my records, please let me know as soon as possible. Otherwise, I expect this request to be processed within the statutory time limits.

Yours faithfully,

[Your Full Name]

[Date of Birth]

[Current Address]

[Email Address]

[Telephone Number]

[Any Family Court case numbers]