A data access revocation notice informs an employee that their access to a dataset is being withdrawn from a stated date, and asks them to delete any copies and confirm destruction. The data owner or IT security issues it on project end, role change, approval expiry, exit or a policy concern.
To, [Employee Name] [Designation], [Department] Employee ID: [Employee ID]
Subject: Revocation of Access to [Dataset Name]
Dear [Employee Name],
This is to inform you that your access to the data listed below is revoked with effect from [DD/MM/YYYY] at [HH:MM].
Dataset / System
Access Type
Revoked On
[Dataset Name]
Read-only view / Extract / Report
[DD/MM/YYYY HH:MM]
[Dataset Name]
Read-only view / Extract / Report
[DD/MM/YYYY HH:MM]
Reason for revocation (as applicable):
Approved access period has ended
Project / purpose completed
Change in role or department
Separation from the company
Periodic access review
Use outside the approved conditions under review
You are requested to delete all copies of this data, including extracts, reports containing record-level data, email attachments and files in local download folders, by [DD/MM/YYYY], and to return the signed confirmation below. If you need any part of the data for continuing work, please raise a fresh data access request through your manager.
Regards,
[Data Owner Name] [Designation] [Company Name]
cc: [Reporting Manager]; [IT Security Name]
Employee Confirmation of Deletion
Deleted from company laptop / desktop
Deleted from shared folders I created
Deleted from email attachments sent or received
No copies held on personal devices or accounts
No copies shared with others, except: [Details]
I confirm that I have deleted all copies of the data listed above and retain no copy in any form.
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Frequently asked questions
Does a data access revocation mean the employee did something wrong?+
No. Most revocations are routine, for example when a project ends or approval expires. If there is a concern about misuse, it should be handled separately and fairly.
Why ask for a deletion confirmation?+
Removing system access does not remove extracts already downloaded. The confirmation records that copies have been destroyed.
Who issues the revocation notice?+
Usually the data owner or IT security, with a copy to the reporting manager and HR where relevant.
To, [Employee Name] [Designation], [Department] Employee ID: [Employee ID]
Subject: Approval for Access to [Dataset Name]
Dear [Employee Name],
Your request dated [DD/MM/YYYY] for access to [Dataset Name] has been reviewed. As the data owner, I approve the access described below, strictly for the purpose of [Purpose] and subject to the conditions set out in this letter.