Managing Subject Access Requests (SARs)
The UK's #1 SAR Support Service
Subject Access Requests can be a complex and time consuming, particularly considering that as soon as you receive a SAR the clock starts ticking and your organisation is obligated to respond within a set amount of time
Managing Subject Access Requests (SARs)
Should You Handle Subject Access Requests (SARs) In-House or Outsource to Data Protection People? Managing Subject Access Requests (SARs) can be challenging, time-consuming, and resource-intensive, especially when trying to maintain compliance with the GDPR and other data protection laws. In this guide, we’ll explore the complexities involved in handling SARs, the risks of getting it wrong, and the significant benefits of outsourcing SAR management to Data Protection People rather than managing it in-house.
Why Subject Access Requests (SARs) Require Careful Handling
A SAR is a legal right that allows individuals to request access to personal data an organisation holds on them. While it seems straightforward, SAR handling is anything but simple. SARs involve searching through potentially vast amounts of data, verifying and redacting information, and ensuring compliance with strict regulatory timelines.
Key Steps in SAR Handling
- Acknowledging and Verifying the Request
- Clarifying Scope (If Needed)
- Data Collection from Various Sources
- Review and Redaction
- Meeting Deadlines and Maintaining Records
Managing each of these stages in-house demands time, resources, and specific expertise in data protection.
In-House SAR Management: The Challenges
Handling SARs in-house may seem manageable for some organisations, but it introduces unique challenges:
- Resource Intensive: Collecting, reviewing, and redacting data requires considerable time and staff resources, often taking team members away from core tasks.
- Risk of Human Error: Data reviews and redactions are prone to mistakes if staff aren’t experienced in this area, potentially exposing sensitive information.
- Confidentiality Concerns: SARs often contain highly sensitive information, leading to potential confidentiality breaches if not managed carefully.
- High Compliance Standards: Ensuring full compliance with GDPR requirements within strict timelines can be challenging without specialised knowledge.
- Financial Risks: Mistakes in SAR handling can lead to costly penalties, legal issues, and reputational damage.
These challenges reveal why more organisations are choosing to outsource SAR management to experts like Data Protection People.
The Risks of Not Handling SARs Properly
Failing to handle SARs accurately and within legal timeframes can have serious repercussions:
- Financial Penalties: GDPR violations can lead to fines of up to €20 million or 4% of annual global turnover, whichever is higher.
- Reputational Damage: Mishandling a SAR can erode trust, damaging your organisation’s reputation and customer relationships.
- Regulatory Scrutiny: Persistent errors or delays in handling SARs could lead to increased scrutiny and audits from regulatory bodies.
Benefits of Outsourcing SAR Management to Data Protection People
Outsourcing SAR management can alleviate these risks and ensure a smooth, compliant process. Here’s why working with Data Protection People is a better solution for most organisations:
1. Comprehensive Support
Data Protection People offers a full suite of SAR services, from initial consultation to complete SAR management. This includes:
- E-Discovery: Utilise our advanced e-discovery tools to locate SAR-relevant documents in large data sets, even those lacking smart search capabilities.
- Document Reduction: Using techniques like deNISTing and intelligent de-duplication, we eliminate up to 60% of unnecessary documents, saving time and cost.
- Document Digitisation: We convert handwritten or audio records into searchable formats, enhancing data accessibility.
- Review and Redaction: Our experienced team meticulously redacts sensitive data and ensures compliance with GDPR exemptions.
By managing these areas, we relieve your team of the time-intensive and error-prone processes associated with SAR handling.
2. Speed and Efficiency
Our team of SAR experts processes thousands of pages daily, with optimised workflows to ensure timely responses. Data Protection People also provides expedited SAR handling, a valuable resource if you’re facing tight deadlines or a high volume of requests.
3. Enhanced Confidentiality and Security
Our SAR services maintain strict confidentiality, ensuring sensitive data remains secure throughout the process. Allowing our team to manage redactions and document handling helps your organisation avoid potential confidentiality breaches and internal conflicts.
4. Cost-Effectiveness and Risk Mitigation
Outsourcing reduces the need for in-house training and resource allocation while minimising the risk of costly errors. With our expertise, you avoid regulatory penalties and enjoy peace of mind that each SAR is handled accurately and efficiently.
What Data Protection People Brings to SAR Handling
When you choose Data Protection People, you gain access to dedicated expertise, powerful tools, and a proven track record. Here’s a closer look at our core services:
- Automated Workflows: Our advanced technology automates data searches and redactions, reducing human error.
- Expert Redaction: Skilled in GDPR regulations and exemptions, our team ensures all necessary redactions are handled with precision.
- Quality Assurance: We apply rigorous audit trails and quality control, ensuring transparency and accuracy at every stage.
By partnering with us, SAR handling becomes a manageable task, freeing up your team to focus on strategic priorities without sacrificing compliance.
The SAR Process: A Comparison of In-House vs Outsourced SAR Management
| Task | In-House Management | Outsourced to Data Protection People |
|---|---|---|
| Acknowledgment & Verification | May require extensive back-and-forth communication. | Handled swiftly by our experts, ensuring secure identity verification. |
| Clarifying & Scoping | Can be time-consuming and may lead to delays. | Defined efficiently by experienced SAR handlers, reducing backlogs. |
| Data Collection | Requires coordination across departments. | Handled end-to-end with advanced e-discovery tools. |
| Review & Redaction | High risk of error and redaction fatigue. | Managed by a skilled team with extensive redaction experience. |
| Documentation & Recordkeeping | Often lacks consistency and thoroughness. | Comprehensive records maintained for compliance and accountability. |
| Speed & Efficiency | Slower and resource-intensive. | Quick turnaround and optimised processes ensure timely responses. |
| Confidentiality | Potential for breaches if data is handled by non-specialists. | Maintained with utmost care and objectivity by SAR experts. |
The Data Protection People Difference
At Data Protection People, our SAR support services don’t just make compliance easier—they ensure your organisation remains efficient, compliant, and risk-free. Our support includes process optimisation to make your SAR handling scalable and efficient and continuous improvement to keep your SAR processes in line with evolving regulations.
When you outsource SARs to us, you gain:
- Resource Optimisation: Free your team from labor-intensive tasks and let them focus on strategic business goals.
- Enhanced Compliance: Meet legal requirements with precision, backed by our team’s specialised knowledge.
- Improved Data Accuracy and Security: Our methods ensure data accuracy and confidentiality throughout the SAR process.
- Risk Management: Mitigate the risk of non-compliance and costly errors with expert oversight.
Ready to make SAR management stress-free? Learn more about our SAR support services and discover how Data Protection People can help you streamline SAR handling, optimise resources, and secure compliance.
By entrusting SAR management to Data Protection People, you benefit from a partnership that supports not only data protection compliance but also business continuity and peace of mind.
If you would like more detail on how to manage a Subject Access Request, you can follow this step-by-step guide from the ICO: Click here.