Subject Access Request Procedure
This Procedure explains how to request a copy of the personal data GRAM Systems and Concept Informatics Ltd (a company registered in the United Kingdom) hold about you as a Roger That! platform account holder, under Article 15 GDPR. The two are separate companies delivering Roger That! in partnership and act as joint controllers, so one request to the address below reaches both — you do not need to write to each of us.
If you are a technician, crew member or shore-side employee and your query relates to operational records your employer holds about you — jobs you signed off, checklist steps you completed, parts you moved — submit your request to your employer directly. They are the data controller for that data, not Roger That!. Ask your line manager, HR contact or their data protection lead. We will support them in responding to you, but we cannot release their records to you ourselves.
1. Who may submit a request
Any current Roger That! account holder, or a former account holder whose data we still hold, may submit a request regarding their own account data. Enquirers who contacted us through the website may also request the data we hold from that enquiry.
2. How to submit a request
Email info@rogerthat.cloud with the subject line "Subject Access Request" if writing by email. You can also call Geoff Davison on +44 7830 231672, Matthew Hudson on +44 7918 174779, or our Cyprus office on +357 95984544. There is no prescribed form, but please confirm the email address on your account so we can locate your data.
3. Identity verification
Requests submitted from the email address on file for the account may be verified without further documentation, at our discretion. Otherwise we may request a copy of government-issued photo ID, which is held only for the duration of the request and then destroyed.
4. Response timeline
- Acknowledgement of receipt: within 5 calendar days.
- Response with data, or refusal with reasons: within 30 calendar days of a valid, verified request.
- Extension for complex requests: up to 2 further months, with the requester notified within the initial 30 days.
There is no charge for a standard request.
5. Data that may be withheld
We redact third-party personal data before disclosure — for example, the names of other technicians appearing in the same record — and may withhold data subject to legal professional privilege or an ongoing legal proceeding. We cannot withhold your own account data or billing history.
We also cannot disclose a customer's commercially confidential operational data on the strength of an individual's access request. Where your personal data is embedded in such a record, we will provide the personal data relating to you rather than the whole record.
6. Complaints
If you are unsatisfied with our response, you may lodge a complaint with the Cyprus Commissioner for Personal Data Protection (dataprotection.gov.cy), the UK Information Commissioner's Office (ico.org.uk), or the supervisory authority in your own country, at any time.