HOW TO HANDLE A SAR UNDER GDPR

We have noticed a sudden increase in the number of companies receiving a SAR and thought you’d like some clues on how to handle one.

First - don’t panic! It can be quite scary when you first open the SAR email but these are really nothing to be afraid of. If you have completed your GDPR prep on Optindigo you should be in a good position to respond. Make sure you log the request with the date you received it and for goodness sake don’t forget it!

Second - check their identity. Some people will include ID documents in their request [be careful with these - more about this later] - otherwise, it is perfectly reasonable to request ID info so you can confirm that they are who they say they are.

Third - now that you have their ID [make sure you return it] you should process the SAR and extract the info they have requested. Watch out for excessive demands, you only need to provide a reasonable level of detail. An individual is only entitled to their own personal data, and not to information relating to other people. In addition to a copy of their personal data, you also have to provide individuals with the following information:

1. The purposes of your processing
2. The categories of personal data concerned
3. The recipients or categories of recipient you disclose the personal data to
4. Your retention period for storing the personal data or, where this is not possible, your criteria for determining how long you will store it
5. The existence of their right to request rectification, erasure or restriction or to object to such processing
6. The right to lodge a complaint with the ICO or another supervisory authority
7. Information about the source of the data, where it was not obtained directly from the individual
8. The existence of automated decision-making (including profiling)
9. The safeguards you provide if you transfer personal data to a third country or international organisation

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