Obtain information about yourself held by MOD

Information and forms to request personal data held by the MOD for current or former civilian staff or members of the armed forces.

Data protection requests: coronavirus update

The Ministry of Defence (MOD) takes its obligations under the Data Protection Act 2018 and General Data Protection Regulation very seriously.

However, due to the ongoing COVID-19 pandemic, MOD may take longer than usual to respond to data protection requests due to staff shortages and site closures. We have also had to re-direct staff and resource to help support the UK Government’s response plan to COVID-19.

Nonetheless, please be assured that all queries and requests will be addressed as soon as possible. Where we can retrieve information and send it to you electronically, we will endeavour to do so. In some instances, the information you have requested will be held in paper or microfiche formats only. If this is the case, we will not be able to process your application until we are able to access those records again.

Submitting requests during the COVID-19 pandemic

If you can submit your requests by email, we strongly encourage you to do so. While your statutory rights remain unchanged, MOD will not be able to address requests that you may have submitted via the postal service until sites are re-opened and normal service resumes.

We appreciate your patience and understanding at this time, for more information, see the ICO’s webpage: data protection and coronavirus: what you need to know.

What is held

Most personal data held by the MOD will relate to current or former civilian staff or members of the armed forces. The Data Protection Act 1998 provided access for living individuals (including foreign nationals) to personal data held about them by any organisation. The Data Protection Act 2018 (DPA 18), which implements the General Data Protection Regulations (GDPR) in the UK, strengthen this right.

The MOD does not currently charge for requests made under data protection laws, although in certain circumstances, requests for unstructured manual data may attract a fee. DPA 18 does not give private individuals access to personal data about other people or non-personal data.

How to apply

To make a Subject Access Request (SAR) please download and complete DPA SAR Form 1694:

MOD subject access request form (PDF, 45.2KB, 4 pages) MOD subject access request form (ODT, 73.2KB)

Please state clearly the information you require and send it, with the necessary proof of identification requested, to the relevant address on the DPA SAR form 1694.

Further information about service records held by MOD

Information held by MOD on Royal Navy (RN), Royal Marines (RM), British Army, Royal Air Force (RAF) service records and Home Guard records.

Royal Navy and Royal Marine service records

The RN Disclosure Cell holds service records for Commissioned and non-commissioned officers (both RN and RM) from 1924 onwards. Information from these records can be requested under the MOD Publication Scheme.

Please see the Royal Navy website for further details about other service records that are held by the National Archives.

British Army service records

The Army Personnel Centre Historical Disclosures Section holds army service records for officers whose service ended after April 1922 and soldiers whose service ended after January 1921. Information from these records can be requested under the MOD Publication Scheme.

RAF service records

The RAF Disclosures section holds service records for non-commissioned and commissioned RAF personnel dating back to 1920. Information from these records can be requested under the MOD Publication Scheme.

Service records that reflect World War 1 service only are held by the National Archives.

MOD data subject rights form 7779

Data Protection: rights for data subjects

Published 9 November 2016
Last updated 21 January 2021 + show all updates
  1. Updated the coronavirus update.

  2. Updated the coronavirus guidance.

  3. Addition of Coronavirus update.

  4. MOD SAR form (Word) was re-uploaded.

  5. Updated the MOD SAR form.

  6. Added a pdf version of the MOD subject data rights form 7779.

  7. Updated content in line with the new GDPR regulations that come into effect on 25 May 2018.

  8. First published.