Data Subject Access Requests (DSARs) are a growing phenomenon as individuals become more aware of their data privacy rights. Organsations that handle personal information need to have a clear process in place to handle these requests efficiently and compliantly.
This article outlines the key steps involved in handling a DSAR and best practices for organisations to ensure a smooth process.
What is Data Subject Access Request (DSAR)
A DSAR is a request made by an individual to access the personal data an organisation holds about them. Under data protection laws such as the Nigeria Data Protection act 2023, individuals have the right to know what personal data organisations collect, how it is used, and with whom it is shared. DSARs can encompass a wide range of personal data, including but not limited to:
• Contact information
• Financial details
• Purchase history
• Communication records
• Website usage data
Best Practices in Handling DASRs
To effectively handle DSARs, organisations should develop a clear and comprehensive procedure. Here are some key steps to consider while handling DSAR.
i. Designate a Point of Contact: Appoint a dedicated individual or team responsible for managing DSARs. This ensures that requests are handled promptly and consistently.
ii. Educate Employees: Train employees on how to recognise and handle DSARs to ensure compliance with data protection regulations. They should understand the importance of responding to requests within the mandated timeframe.
iii. Create a Request Submission Channel: Provide multiple channels through which individuals can submit DSARs, such as an online portal, email address, or postal mail. Make sure these channels are easily accessible and clearly advertised
iv. Verify Identity: Implement robust identity verification procedures to ensure that the individual making the request is indeed the data subject. This helps prevent unauthorized access to personal data.
v. Document and Track Requests: Maintain a log of all DSARs received, including the date of receipt, nature of the request, and actions taken. Tracking requests helps ensure timely responses and demonstrates compliance with regulations.
vi. Review and Process Requests: Thoroughly review each DSAR to identify the relevant personal data and assess any exemptions or limitations that may apply. Process the request promptly and provide the requested information in a clear and understandable format.
vii. Communicate Transparently: Keep the data subject informed throughout the process, providing updates on the status of their request and any delays or challenges encountered. Transparency builds trust and demonstrates a commitment to data privacy.
Data Subject Access Requests present both challenges and opportunities for organisations to demonstrate their commitment to data privacy and compliance. By establishing a robust DSAR process, educating employees, and leveraging technology solutions where appropriate, organisations can effectively handle DSARs while fostering trust and accountability with their customers. Proactive management of DSARs not only ensures compliance with regulations but also strengthens relationships with data subjects and enhances overall data governance practices.
