UK: DSAR Responses: High Court Decides Paper Files Need To Be Considered, And Gives Guidance On Reasonable And Proportionate Searches (As Well As Legal Professional Privilege)

Last Updated: 11 July 2019
Article by Ceri Fuller


This is the third decision in this long running litigation. Following receipt of DSARs the law firm defendant stated that all personal data it held in relation to the Claimants was covered by legal professional privilege (LPP) and therefore exempt from disclosure. It also claimed it was disproportionate to expect it to carry out searches to find any documents which were not privileged. The law firm also argued that the paper files it had maintained before moving to an electronic filing system were exempt because they were not part of a "relevant filing system".

The initial High Court decision essentially agreed with the law firm, but this was overturned by the Court of Appeal which remitted the three issues above back to the High Court for determination.

What is a relevant filing system? The High Court decided that the law firm's paper files held under a generic client description and arranged in chronological order were a relevant filing system. This is a different approach from that applied in the leading data protection case of Durant v Financial Services Industry [2004]. The Durant case limited the obligations relating to disclosure of paper files by the ease with which the information could be located (known colloquially as the "temp test" ie could a temporary worker easily retrieve the information?). The High Court's logic behind the departure from Durant is that since 2004 the protection of personal data has been enshrined as a fundamental right in EU law, and as a result, in 2019, protecting the data subject is more of the focus than the burden on the data controller. The protection should not be circumvented by whether the personal data can be easily retrieved. The test is whether it was structured by reference to specific criteria "related to individuals". Here the 35 paper files, being chronological in order, could be page turned to locate the personal data. This was not unduly onerous.

Reasonable and proportionate searches: Earlier case law has made it clear that when considering what is constitutes a disproportionate and unreasonable search all aspects of the data controller's efforts to respond should be taken into account. This is a data controller friendly approach. However, in this case, the law firm had not served evidence setting out the time and cost involved in conducting a search for personal data in documents already disclosed, and therefore they had not discharged the burden in showing that this search was disproportionate. It was also not disproportionate for the law firm to search personal workspaces of current employees. By contrast, the High Court held it was disproportionate to require the law firm to conduct searches for documents held on a back-up system (Mimecast) as this would reveal confidential information about their employees of other unrelated clients.

The exemption for legal professional privilege: The Court of Appeal had held that the LPP exemption only applied to information over which privilege could be asserted under UK law. It did not consider the effect of Bahamian trust law on the issue. The High Court has now done so, finding that there were no trust law rights which limited or qualified the law firm's claim to LPP.


While this litigation is being considered under the old Data Protection Act 1998, the issues are still as relevant under the GDPR and the Data Protection Act 2018. Indeed, in the past year the number of DSAR's have significantly increased.

Permission to appeal on the relevant filing system issue has already been granted. If the Durant orthodoxy is not restored on appeal, managers need to be careful not to create paper files, or notebooks, about employees by name if they wish for those notes to be exempt from disclosure in a DSAR response.

The High Court's finding that evidence is needed for why a DSAR response is disproportionate is at odds with the approach of the Information Commissioner's Office who are more likely to accept assertions in response to complaints. This case makes it clear that the High Court will treat any such assertions as just that. Documenting the thinking process and the time and cost involved will be crucial to prevailing in arguments that searches are disproportionate in High Court proceedings.

Finally, while the finding on LPP is context specific and won't arise in employment DSARs, an important lesson from this litigation is that any assertions of legal professional privilege, to withhold documents from DSAR responses containing personal data, should be targeted and not general in nature.

Dawson-Damer v Taylor Wessing LLP

The content of this article is intended to provide a general guide to the subject matter. Specialist advice should be sought about your specific circumstances.

To print this article, all you need is to be registered on

Click to Login as an existing user or Register so you can print this article.

Similar Articles
Relevancy Powered by MondaqAI
In association with
Related Topics
Similar Articles
Relevancy Powered by MondaqAI
Related Articles
Related Video
Up-coming Events Search
Font Size:
Mondaq on Twitter
Mondaq Free Registration
Gain access to Mondaq global archive of over 375,000 articles covering 200 countries with a personalised News Alert and automatic login on this device.
Mondaq News Alert (some suggested topics and region)
Select Topics
Registration (please scroll down to set your data preferences)

Mondaq Ltd requires you to register and provide information that personally identifies you, including your content preferences, for three primary purposes (full details of Mondaq’s use of your personal data can be found in our Privacy and Cookies Notice):

  • To allow you to personalize the Mondaq websites you are visiting to show content ("Content") relevant to your interests.
  • To enable features such as password reminder, news alerts, email a colleague, and linking from Mondaq (and its affiliate sites) to your website.
  • To produce demographic feedback for our content providers ("Contributors") who contribute Content for free for your use.

Mondaq hopes that our registered users will support us in maintaining our free to view business model by consenting to our use of your personal data as described below.

Mondaq has a "free to view" business model. Our services are paid for by Contributors in exchange for Mondaq providing them with access to information about who accesses their content. Once personal data is transferred to our Contributors they become a data controller of this personal data. They use it to measure the response that their articles are receiving, as a form of market research. They may also use it to provide Mondaq users with information about their products and services.

Details of each Contributor to which your personal data will be transferred is clearly stated within the Content that you access. For full details of how this Contributor will use your personal data, you should review the Contributor’s own Privacy Notice.

Please indicate your preference below:

Yes, I am happy to support Mondaq in maintaining its free to view business model by agreeing to allow Mondaq to share my personal data with Contributors whose Content I access
No, I do not want Mondaq to share my personal data with Contributors

Also please let us know whether you are happy to receive communications promoting products and services offered by Mondaq:

Yes, I am happy to received promotional communications from Mondaq
No, please do not send me promotional communications from Mondaq
Terms & Conditions (the Website) is owned and managed by Mondaq Ltd (Mondaq). Mondaq grants you a non-exclusive, revocable licence to access the Website and associated services, such as the Mondaq News Alerts (Services), subject to and in consideration of your compliance with the following terms and conditions of use (Terms). Your use of the Website and/or Services constitutes your agreement to the Terms. Mondaq may terminate your use of the Website and Services if you are in breach of these Terms or if Mondaq decides to terminate the licence granted hereunder for any reason whatsoever.

Use of

To Use you must be: eighteen (18) years old or over; legally capable of entering into binding contracts; and not in any way prohibited by the applicable law to enter into these Terms in the jurisdiction which you are currently located.

You may use the Website as an unregistered user, however, you are required to register as a user if you wish to read the full text of the Content or to receive the Services.

You may not modify, publish, transmit, transfer or sell, reproduce, create derivative works from, distribute, perform, link, display, or in any way exploit any of the Content, in whole or in part, except as expressly permitted in these Terms or with the prior written consent of Mondaq. You may not use electronic or other means to extract details or information from the Content. Nor shall you extract information about users or Contributors in order to offer them any services or products.

In your use of the Website and/or Services you shall: comply with all applicable laws, regulations, directives and legislations which apply to your Use of the Website and/or Services in whatever country you are physically located including without limitation any and all consumer law, export control laws and regulations; provide to us true, correct and accurate information and promptly inform us in the event that any information that you have provided to us changes or becomes inaccurate; notify Mondaq immediately of any circumstances where you have reason to believe that any Intellectual Property Rights or any other rights of any third party may have been infringed; co-operate with reasonable security or other checks or requests for information made by Mondaq from time to time; and at all times be fully liable for the breach of any of these Terms by a third party using your login details to access the Website and/or Services

however, you shall not: do anything likely to impair, interfere with or damage or cause harm or distress to any persons, or the network; do anything that will infringe any Intellectual Property Rights or other rights of Mondaq or any third party; or use the Website, Services and/or Content otherwise than in accordance with these Terms; use any trade marks or service marks of Mondaq or the Contributors, or do anything which may be seen to take unfair advantage of the reputation and goodwill of Mondaq or the Contributors, or the Website, Services and/or Content.

Mondaq reserves the right, in its sole discretion, to take any action that it deems necessary and appropriate in the event it considers that there is a breach or threatened breach of the Terms.

Mondaq’s Rights and Obligations

Unless otherwise expressly set out to the contrary, nothing in these Terms shall serve to transfer from Mondaq to you, any Intellectual Property Rights owned by and/or licensed to Mondaq and all rights, title and interest in and to such Intellectual Property Rights will remain exclusively with Mondaq and/or its licensors.

Mondaq shall use its reasonable endeavours to make the Website and Services available to you at all times, but we cannot guarantee an uninterrupted and fault free service.

Mondaq reserves the right to make changes to the services and/or the Website or part thereof, from time to time, and we may add, remove, modify and/or vary any elements of features and functionalities of the Website or the services.

Mondaq also reserves the right from time to time to monitor your Use of the Website and/or services.


The Content is general information only. It is not intended to constitute legal advice or seek to be the complete and comprehensive statement of the law, nor is it intended to address your specific requirements or provide advice on which reliance should be placed. Mondaq and/or its Contributors and other suppliers make no representations about the suitability of the information contained in the Content for any purpose. All Content provided "as is" without warranty of any kind. Mondaq and/or its Contributors and other suppliers hereby exclude and disclaim all representations, warranties or guarantees with regard to the Content, including all implied warranties and conditions of merchantability, fitness for a particular purpose, title and non-infringement. To the maximum extent permitted by law, Mondaq expressly excludes all representations, warranties, obligations, and liabilities arising out of or in connection with all Content. In no event shall Mondaq and/or its respective suppliers be liable for any special, indirect or consequential damages or any damages whatsoever resulting from loss of use, data or profits, whether in an action of contract, negligence or other tortious action, arising out of or in connection with the use of the Content or performance of Mondaq’s Services.


Mondaq may alter or amend these Terms by amending them on the Website. By continuing to Use the Services and/or the Website after such amendment, you will be deemed to have accepted any amendment to these Terms.

These Terms shall be governed by and construed in accordance with the laws of England and Wales and you irrevocably submit to the exclusive jurisdiction of the courts of England and Wales to settle any dispute which may arise out of or in connection with these Terms. If you live outside the United Kingdom, English law shall apply only to the extent that English law shall not deprive you of any legal protection accorded in accordance with the law of the place where you are habitually resident ("Local Law"). In the event English law deprives you of any legal protection which is accorded to you under Local Law, then these terms shall be governed by Local Law and any dispute or claim arising out of or in connection with these Terms shall be subject to the non-exclusive jurisdiction of the courts where you are habitually resident.

You may print and keep a copy of these Terms, which form the entire agreement between you and Mondaq and supersede any other communications or advertising in respect of the Service and/or the Website.

No delay in exercising or non-exercise by you and/or Mondaq of any of its rights under or in connection with these Terms shall operate as a waiver or release of each of your or Mondaq’s right. Rather, any such waiver or release must be specifically granted in writing signed by the party granting it.

If any part of these Terms is held unenforceable, that part shall be enforced to the maximum extent permissible so as to give effect to the intent of the parties, and the Terms shall continue in full force and effect.

Mondaq shall not incur any liability to you on account of any loss or damage resulting from any delay or failure to perform all or any part of these Terms if such delay or failure is caused, in whole or in part, by events, occurrences, or causes beyond the control of Mondaq. Such events, occurrences or causes will include, without limitation, acts of God, strikes, lockouts, server and network failure, riots, acts of war, earthquakes, fire and explosions.

By clicking Register you state you have read and agree to our Terms and Conditions