In an era where data privacy is a top priority, businesses must be prepared to handle Subject Access Requests (SARs) efficiently. Under the UK General Data Protection Regulation (UK GDPR), individuals have the right to access the data held by an organisation. For small and medium-sized enterprises (SMEs), handling SARs correctly is crucial to maintaining compliance, building trust, and avoiding penalties.
This guide will provide SMEs with a practical approach to managing SARs effectively, ensuring compliance while minimising disruption to business operations.
What Is a Subject Access Request?
A Subject Access Request (SAR) is a request made by an individual (data subject) to access personal data that a business holds about them. The request can be made in writing, verbally, or even via social media. Once received, the organisation must respond within one month, although extensions may apply in complex cases.
Why Are SARs important for SMEs?
SARs play a critical role in data transparency and accountability. Failing to respond properly can lead to regulatory action, reputational damage, and fines from the Information Commissioner’s Office (ICO). For SMEs, efficient handling of SARs demonstrates a commitment to data protection and builds customer trust.
How to handle a Subject Access Request effectively
1. Recognise and log the request
Ensure employees can identify SARs and maintain a centralised log to track requests, deadlines, and responses.
2. Verify the identity of the requester
Verify the requester’s identity to prevent unauthorised access. If the request comes from a third party, ensure they have appropriate authorisation.
3. Identify and retrieve relevant data
Locate personal data in customer databases, employee records, email correspondence, and CRM systems. Clarify broad requests but do not refuse based on time consumption.
4. Review the data for exemptions
Certain data may be exempt, such as legal privilege documents, confidential references, or third-party personal data.
5. Respond within the legal timeframe
Respond within one month, with a possible two-month extension for complex cases. Ensure responses are clear and accessible.
6. Provide the data securely
Use encrypted email, secure file-sharing, or postal delivery. Include:
- A copy of the personal data
- The purpose of processing
- Data-sharing details
- Retention periods
- The requester’s GDPR rights
7. Keep records and improve processes
Document SAR handling for compliance and process improvements.
How Data Support Hub can help
Managing SARs can be time-consuming, especially for SMEs with limited resources. Data Support Hub simplifies the process by offering:
- Automated SAR management tools to track and process requests efficiently.
- Compliance support to ensure correct data handling and regulatory adherence.
- Training and guidance to educate teams on best practices.
- Secure document handling solutions to protect personal data when responding to requests.
- Free GDPR Health Check to assess your current compliance status and identify areas for improvement.
With Data Support Hub, SMEs can streamline SAR handling, reduce compliance risks, and focus on their core business operations.
Final Thoughts
Handling SARs correctly is essential for GDPR compliance and maintaining trust. By following a structured process and leveraging support from Data Support Hub, SMEs can navigate SAR challenges with confidence. Investing in efficient SAR management is not just about avoiding fines – it’s about building a reputation for transparency and accountability in today’s data-driven world.