Since the implementation of the General Data Protection Regulation (GDPR) in 2018, businesses are legally required to respond to Data Subject Access Requests (DSARs) promptly and efficiently. A GDPR DSAR is a formal request made by an individual to access or remove their personal data. As they uphold the right of individuals to access their data, DSARs play an extremely significant role in the maintenance of GDPR compliance. This comprehensive guide takes an in-depth look at DSAR, their importance, and the necessary steps you must take to handle them effectively and compliantly in your organisation.

Understanding Data Subject Access Requests (DSARs)

A Data Subject Access Request (DSAR) is a formal request made by an individual, known as the data subject, who wishes to access the personal data that an organisation holds about them. While data subjects often make these requests themselves, they can also be submitted on behalf of others, such as parents acting for their children or lawyers representing clients. DSARs can be initiated through various communication channels, including websites, social media, emails, or customer support centres. Therefore, your organisation must be prepared to receive and respond to DSARs efficiently, regardless of the source.

Once a DSAR is submitted, one of the initial and crucial steps is to swiftly verify the requester's identity. Verification may involve simple validation of their name and address or, in more complex cases, gathering multiple forms of identification to authenticate their submission. After confirming the requester's identity, you must begin the process of compiling a response within the allocated timeframe, which varies depending on the applicable regulations. Under GDPR, you must fulfil a DSAR within 30 days of the request being submitted. Meeting these deadlines is essential for demonstrating compliance.

A comprehensive DSAR response should encompass an exhaustive inventory of all the data that your organisation possesses about the individual. Additionally, you should provide details about who has shared or sold that data, and provide an explanation if any requests can’t be met.  

With the increasing frequency of DSARs, it has become essential for all businesses to train their staff on recognizing and handling these requests effectively. Establishing a documented process for responding to DSARs is crucial to ensure that your team stays on task, avoids costly fines, and, most importantly, builds trust with customers while strengthening public relations.

The Significance of GDPR in DSARs

The GDPR is a comprehensive framework of data protection laws designed to grant individuals specific rights regarding their personal data. These rights include the ability to request access, deletion, and data transferability. Organisations are legally obliged to respond promptly to DSARs, typically within one month of receiving the request. However, this period can be extended to two months if the requested information entails a complex review process.

To meet regulatory requirements and effectively manage DSARs, your organisation should establish a dedicated team responsible for handling these requests. The individuals within this team should well-versed in data privacy laws and equipped to ensure you’re your organisation's processes align with these laws. Team members should receive comprehensive training on how to process DSARs in line with regulatory guidelines.

In order to effectively respond to DSAR, you should be capable of searching across various segments of your organisation's systems and databases. This search may encompass digital and physical records, user accounts, payment services, and other relevant areas. The process can be resource-intensive and time-consuming, particularly when dealing with sensitive consumer data that requires additional security measures. Ensuring the accurate delivery of correct data to the requesters is vital, any inaccuracies can lead to severe consequences.

Best Practices for Responding to DSARs

When responding to a DSAR, your organisation should initiate an initial review to determine what specific data is being requested and check whether the requester has invoked other rights, such as rectification or deletion. Subsequently, organizations must respond within one calendar month of receiving the request. In certain situations, such as complex requests involving multiple data subjects, this timeframe may be extended.

Responses should encompass the information requested by the individual and, in most cases, should be provided free of charge. However, if a large amount of work has gone into processing a request, you may be able to cover administrative costs with an administrative cost recovery fee.

It's imperative to inform requesters about any withheld information and clearly state the reasons for doing so. This information can be communicated within the response or by updating the organization's privacy notice.

You must ensure that the information provided in the response is accurate, up-to-date, and relevant to the request. Implementing systems that guarantee the inclusion of only pertinent details is crucial. For instance, this may involve omitting internal memos that reference customer names directly within their content.

It is essential that your organisation completes every valid DSAR it receives, only declining a DSAR request only if the requester does not have a right to the information they have requested. Vexatious, overly expensive, excessively time-consuming and repeated requests can also be denied. But all other requests received by your organisation should be handled promptly and effectively. 

Ultimately, it is critical that your organisation proactively prepares an action plan for managing DSARs. This plan should include an explanation of how requests will be processed and specify the individuals responsible for responding. Implementing an automated and scalable system for processing DSARs is crucial. Manual validation, data retrieval, and report compilation can be time-consuming and error-prone. An automated solution streamlines the process, ensuring efficient compliance with regulatory requirements and delivering quick responses while minimizing the risk of errors. With a well-structured approach to DSARs, your organisation can navigate the complexities of data privacy compliance and avoid the dire consequences associated with breaching the GDPR.

Disclosure: This is a collaborative post.