The question "how to find out what my team leader has said about me" often arises during moments of professional uncertainty — perhaps a promotion passed you by, the atmosphere in one-to-one meetings has shifted, or you suspect that conversations about your performance are happening without your knowledge.
While many articles suggest improving communication skills or reading body language, there is a more direct, legally enforceable route available to UK employees: the Subject Access Request (SAR).
Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the legal right to request a copy of all personal data an organisation holds about you. This includes internal communications, emails, WhatsApp messages, and performance notes where your team leader has mentioned you.
Here is everything you need to know about using this legal tool to uncover what has been said about you behind closed doors.
If you want to know more about submitting a Subject Access Request you can read our guide.
You can also submit a Subject Access Request in minutes using the CorpSpy webapp.
What is a Subject Access Request?
A Subject Access Request is a formal request to your employer (the "data controller") for access to your personal data. Crucially, "personal data" is defined broadly. It includes any information that relates to you and identifies you — even if you were not the direct recipient of the communication.
If you have ever wondered whether your manager has sent a critical email about you to HR, made notes about your performance in a notebook, or discussed you in a WhatsApp group chat, a SAR can force your employer to disclose those records.
What Information Can You Obtain?
When you submit a SAR, you are entitled to receive a copy of the information held about you. In the context of finding out what your team leader has said, this typically includes:
- Internal emails and meeting notes discussing your performance or behaviour
- Instant messages from platforms like Microsoft Teams, Slack, or WhatsApp, provided they are used for business purposes
- Performance reviews and appraisal records
- Disciplinary and grievance records
- Management notes — even handwritten notes in a notebook, if they are part of a structured filing system
- HR consultant reports, including notes or summaries of meetings with external advisors
The key takeaway is that if your team leader has typed it, written it down, or recorded it anywhere that mentions your name or identifies you, there is a strong likelihood it must be disclosed.
How to Make a Subject Access Request
Making a SAR is free and relatively straightforward. The law does not require you to use a specific form or even mention the phrase "Subject Access Request," though doing so helps ensure your request is taken seriously.
Step 1: Identify the Recipient
Send your request to your employer's designated contact. This is usually the Human Resources (HR) department or the Data Protection Officer (DPO). Many organisations have a specific email address for these requests.
Step 2: Write Your Request
You can make the request verbally or in writing, but a written request (email) creates a paper trail. Keep it clear and concise.
Sample Template:
Subject: Subject Access Request – [Your Name]
Dear [HR / Data Protection Officer],
I am writing to make a subject access request under Article 15 of the UK GDPR. Please provide me with a copy of all personal data you hold about me.
To assist with your search, please include all emails, WhatsApp messages, Slack or Teams chats, performance notes, and any other electronic or manual records that mention me or relate to my employment.
Please confirm receipt of this request and provide the information within the statutory timeframe of one month.
Thank you,
[Your Name]
Step 3: Verify Your Identity
Your employer is legally entitled to request proof of identity (such as a passport or driving licence) before releasing the data. This is to ensure they are not sending sensitive information to the wrong person.
What Are the Time Limits and Costs?
- Time Limit: Employers must respond "without delay" and at the latest within one month of receiving the request. If the request is complex or you have made multiple requests, they can extend this by a further two months, but they must inform you of the delay within the first month.
- Cost: The request is free. An employer can only charge a "reasonable fee" if the request is deemed "manifestly unfounded or excessive." For standard employment requests, no fee should be charged.
Can They Withhold Information? (Exemptions)
While a SAR is powerful, there are some limitations. Employers can redact (black out) or withhold information in specific circumstances:
- Third Party Data: If an email mentions another colleague extensively, that colleague's personal data can be redacted to protect their privacy. However, the parts relating to you must still be disclosed if reasonable.
- Legal Professional Privilege: If your team leader's communications are with a solicitor (lawyer) for the purpose of seeking legal advice or in contemplation of litigation (e.g., preparing for a tribunal), those specific communications may be exempt from disclosure.
- Manifestly Unfounded or Excessive: If you are requesting years of data in a way that is intended to harass the business, they may refuse. However, this is a high bar for employers to prove.
Important Note: A common misconception is that communications with HR consultants (external advisors who are not lawyers) are protected. They are not privileged. If your leader discussed you with a third-party HR consultant, those notes are likely disclosable.
Risks and Considerations for Employees
While a SAR can provide the transparency you are looking for, it is a significant step that can alter the dynamic with your employer.
- It May Escalate Tensions: Submitting a formal SAR is often viewed as a prelude to legal action. If you are still employed and hoping to repair the relationship with your team leader, a SAR may be perceived as aggressive. Although some companies have separate departments and buildings so this often isn't a factor as they won't know about it.
- Deletion is a Criminal Offence: If you have already submitted a request, your employer (and your team leader) must preserve all relevant records. Deleting emails or notes after a SAR has been made to hide evidence is potentially a criminal offence.
- Use for Litigation: SARs are frequently used by employees who are in the middle of grievances, disciplinary proceedings, or preparing for an Employment Tribunal claim.
Alternatives to a Subject Access Request
If a formal SAR feels too confrontational for your current situation, consider these alternatives before resorting to legal requests:
- Direct Questions: Use one-to-one meetings to ask directly: "I am focused on my development. Is there any feedback you have shared with HR or others about my performance that I should be aware of?"
- HR Mediation: If communication with your leader has broken down, request a mediated session with an HR representative present to clarify expectations.
- Performance Reviews: Ask for an off-cycle performance review to get formal feedback on the record.
Conclusion
If you need to know how to find out what my team leader has said about me, the law provides a clear mechanism: the Subject Access Request. It cuts through office gossip and body language reading, compelling your employer to hand over the hard evidence of what has been recorded about you.
However, with great power comes great responsibility. A SAR can provide the clarity you need to understand your standing, but it can also signal the beginning of an adversarial relationship with your management. If you are considering this route, particularly if you suspect the feedback may be negative or related to a potential dismissal, it is wise to seek legal advice first to ensure your rights are fully protected.
If you want to know more about submitting a Subject Access Request you can read our guide.
You can also submit a Subject Access Request in minutes using the CorpSpy webapp.