DSAR Automation: Strategy to face consumer's access request

More businesses – and end users – are becoming aware of the importance of data privacy. New laws and heightened awareness around the topic has driven it to the forefront of nearly everyone’s mind. It’s also particularly relevant in an age where individuals are spending more time and energy on devices than ever. The rise of Data Subject Access Requests (DSARs) should come as no surprise, given the current landscape.  

 

A DSAR is what an end user makes to a business regarding the personal data that an organization has collected, stored, or otherwise handled about them. Under laws like the General Data Protection Regulation (GDPR), the California Consumer Protection Act (CCPA), the Virginia Consumer Data Protection Act (VCDPA), and more, users have the right to request and receive this information from a business. They can make changes or ask for deletion if information is incorrect, or they no longer want to share it.  

 

Many small businesses start out by approaching DSARs manually. After all, there aren’t many requests coming in, and they can easily be handled by anyone in administration. If you’ve already implemented a cookie banner, pulling those records isn’t too time-consuming. Plus, you typically have about 45 days under law to respond to a DSAR. However, a little bit more goes into the process. In order to stay compliant, you’ll also need to: 

 

• Verify the identity of the requestor (and keep a record of that verification process) 

• Identify exactly what information they want 

• Deliver it in a portable format, whether electronically or on paper 

• Keep records of your response  

• Delete or modify data as needed 

 

Again, it’s a process, but it’s manageable if you only get a few DSARs a year. As your business grows, however, things are sure to take a sharp turn for the worse. Falling behind on even one request pushes the others back, too. All of the sudden, you’re risking fines and reputational damage from not responding on time, and you might even skip a few steps to expedite the process. Now your records are a mess, and the next person to pick up the task will suffer from confusion, slowing the process down even more.  

 

It's too much to handle! But it doesn’t have to be that way.  

 

Automation simplifies the DSAR process   

 

Almost everyone is familiar with the concept of automation, but did you know it can help you immensely with the DSAR process? By leveraging automation as a tool to process and manage DSARs, you can increase efficiency, cut costs, and spend more time running your business instead of getting bogged down in administrative tasks.  

 

An automated DSAR management solution keeps track of all requests coming in, and responses going out. It has a built-in verification process, so you don’t have to worry about ensuring that the information is going to the right person. It also asks a series of questions to determine what kind of information an end user is requesting and why. The right solution can integrate with your existing records and pull what you have with accuracy and speed. This means you can respond to DSARs within minutes – not days or weeks.  

 

The best part? You can be sure that you’re well within the bounds of the law. If anyone asks you about records, you can access them from a streamlined dashboard that gives you detailed insights along with a big-picture view of what you’ve been doing.  

 

Streamline your DSAR process today  

 

Automation does the heavy lifting, but of course, there are a few things you’ll need to set up first. Let’s go over five simple steps to ensure you’re getting the most out of your DSAR management solution 

 

• Step 1: Develop a DSAR policy and procedure. What is automation taking care of, and what are humans doing? How can you be sure that all requests are being responded to (if applicable)? What should you do if your automation solution is down, or you have to step in for some reason? All of this should be laid out in a concise, easy-to-read internal policy.  

 

• Step 2: Establish a DSAR team. No, we’re not talking about calling in SWAT. If you have already identified individuals on your team who are great at responding to DSARs and doing administrative work, or people who are familiar with records and data privacy, there’s your team. Let them know and give them the policy and procedures. This is now your go-to task force for DSARs!  

 

• Step 3: Provide training to employees. Not everyone has to be an expert, but the people on your team should know the basics about DSARs. You should inform them of what they are, why they’re important, and what the time frame is for a response. Employees should also know how your automated system works.  

 

• Step 4: Ensure effective communication with data subjects. Sometimes, a user might have a question that your automated system can’t answer. You should always provide up-to-date contact information for your business in a place that’s easily accessible. Whether people want to communicate with you via email, over the phone, or through the mail, it’s important that you bake communication into your DSAR policy and procedure.  

 

• Step 5: Monitor the DSAR process. Use your dashboard to check in on the DSAR process at regular intervals. Even though automation is doing the heavy lifting here, you should still have a good idea of where you are, how many requests are coming in, and what your response rate is.  

 

A better DSAR solution = a stronger future for your business  

 

Getting a DSAR management solution set up now, while requests are still slow, is a smart move. It will help you work out any kinks along the way without too much drama. Then, by the time requests are flowing in steadily, you’ll have a system down pat and ready to go. In the future, this will save you money (you won’t need a single dedicated person to handle requests), time (you won’t be doing everything manually), and peace of mind knowing that you are well within the limitations of data privacy laws around the world.  

 

Bonus! Your end users will learn to trust you as you take their requests seriously and respond in a timely manner.  

 

Adzapier’s DSAR management solution is here  

 

Not all DSAR management solutions are created equal. At Adzapier, we’re passionate about creating data privacy solutions that work for lawmakers, businesses and end users. Our DSAR management tool is one of them.  

 

We provide an automated, streamlined dashboard that makes it easy to keep track of and respond to DSARs in minutes. It adjusts response time and information according to the end user’s region. Our verification process is simple and secure – you’ll never have to worry about sending personal data to the wrong individual. Best of all, you’ll have all the records you need to prove consent in the event of an audit or accusation.  

 

Talk to one of our friendly data privacy experts today. We can get you set up within 30 minutes. Only 30 minutes to build a better foundation for your business? It’s not too good to be true. Plus, we’ll also give you a free 14-day trial just so you can be sure that our products are right for you.  

 

 

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