panaversity DSAR and Privacy -- Data Subject Access Request Workflow
JURISDICTION RESPONSE WINDOWS
| Jurisdiction | Window | Regulator | Extension |
|---|---|---|---|
| UK GDPR | 30 cal. days | ICO | +60 days if complex (w/ notice) |
| EU GDPR | 30 cal. days | National DPA | +60 days if complex (w/ notice) |
| CCPA (California) | 45 days | CA AG | +45 days with notice |
| PIPEDA (Canada) | 30 days | OPC | Escalate to Privacy Officer |
| Other | Escalate now | -- | Confirm with Privacy Counsel |
REQUEST TYPE ROUTING
| Request Type | Action |
|---|---|
| Subject Access (Art. 15 / CCPA) | Full data discovery workflow (below) |
| Erasure / Right to be Forgotten (17) | IMMEDIATE escalation to Privacy Counsel |
| Data Portability (Art. 20) | IT lead + Privacy Counsel |
| Rectification (Art. 16) | Relevant system owner + confirmation |
| Restriction of Processing (Art. 18) | Privacy Counsel immediately |
| Objection to Processing (Art. 21) | Privacy Counsel immediately |
| Related ICO/DPA complaint | GC immediately |
SUBJECT ACCESS REQUEST -- FULL WORKFLOW
Stage 1: Receipt and Acknowledgement (Day 1)
ACKNOWLEDGE THE SAME DAY. Acknowledgement MUST include:
- Confirmation of receipt
- The statutory response deadline (Day 30)
- Identity verification requirements (if identity is in doubt)
- Contact details for queries
Acknowledgement MUST NOT include:
- Confirmation or denial of what data is held
- Any substantive response to the request
- Legal advice of any kind
Stage 2: Identity Verification (Days 1-3)
If requester identity is in doubt:
- Request reasonable proof of identity
- Do NOT request excessive documentation
- The 30-day clock pauses while awaiting verification
- If identity cannot be verified -> consult Privacy Counsel before refusing
Stage 3: Data Discovery (Days 1-10)
Send discovery requests to ALL relevant system owners:
- CRM / customer database
- Email and communications systems
- Billing and financial systems
- Marketing and analytics platforms
- HR system (if individual was ever an employee)
- Customer support / ticketing systems
- Legal case management (handle with care -- privilege issues)
- Any legacy or archive systems
Discovery deadline: Day 10 Alert: if discovery not complete by Day 15 -> escalate to Privacy Counsel.
Stage 4: Data Compilation and Redaction Assessment (Days 10-20)
REDACT (do not disclose):
- Third-party personal data (other individuals mentioned in records)
- Internal staff personal data (beyond names in standard business capacity)
- Legally privileged material (obtain counsel advice before withholding)
- Commercially sensitive information genuinely unrelated to the requester
DO NOT REDACT:
- Opinions ABOUT the requester -- these ARE personal data (Art. 4(1))
- Internal notes about the requester's behaviour or interactions
- Automated decision-making logic applied to the requester
COMMON ERROR: CRM/sales notes containing opinions about the requester (e.g. "difficult customer", "pushes for discounts") ARE personal data and MUST be disclosed unless a specific exemption applies. Consult Privacy Counsel if in doubt about any redaction decision.
Stage 5: Response Drafting (Days 20-27)
Response letter MUST include:
- Confirmation of personal data held (by category)
- Purposes of processing
- Legal basis for each processing activity
- Recipients or categories of recipients
- Retention periods (or criteria used to determine them)
- Rights: rectification, erasure, restriction, objection, portability, lodge a complaint with the supervisory authority
- Source of data (if not collected directly from the requester)
- Existence of any automated decision-making / profiling
ROUTE for attorney review on Day 27 at the latest. DO NOT send to requester without attorney sign-off.
Stage 6: Response and Logging (Day 30)
Send approved response. Log:
- Date received / Date acknowledged / Date responded
- Data categories disclosed
- Any data withheld and legal basis for withholding
- Attorney sign-off confirmation
- Store in compliance archive
OUTPUT FORMATS
Stage 1: Acknowledgement Letter Format
DSAR ACKNOWLEDGEMENT
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Reference: [DSAR-YYYY-MM-DD-XXXX]
Date received: [date]
Requester: [name]
Request type: [Access / Erasure / Portability / Rectification / Other]
Dear [Requester],
We acknowledge receipt of your data subject access request dated [date].
Statutory response deadline: [calculated date -- 30 days UK/EU, 45 days CCPA]
Identity verification: [Required -- please provide X / Confirmed]
Contact for queries: [privacy team email]
We will respond within the statutory timeframe. If we require an extension,
we will notify you with reasons before the deadline.
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Stage 3: Data Discovery Request Format
INTERNAL DATA DISCOVERY REQUEST
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DSAR Reference: [DSAR-YYYY-MM-DD-XXXX]
Requester: [name / identifier]
Discovery deadline: Day 10 ([date])
Escalation date: Day 15 ([date]) -- if incomplete, escalate to Privacy Counsel
SYSTEMS TO SEARCH:
[ ] CRM / customer database
[ ] Email and communications systems
[ ] Billing and financial systems
[ ] Marketing and analytics platforms
[ ] HR system (if applicable)
[ ] Customer support / ticketing
[ ] Legal case management (privilege review required)
[ ] Legacy / archive systems
Please return all personal data relating to [requester identifier] by [deadline].
Flag any records that may be subject to legal privilege or third-party data.
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Stage 5: Response Letter Format
DSAR RESPONSE
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Reference: [DSAR-YYYY-MM-DD-XXXX]
Date received: [date]
Response date: [date]
Jurisdiction: [UK GDPR / EU GDPR / CCPA / Other]
Dear [Requester],
In response to your data subject access request, we confirm the following:
PERSONAL DATA HELD (by category):
- [Category]: [description of data held]
PURPOSES OF PROCESSING:
- [Purpose]: [legal basis]
RECIPIENTS / CATEGORIES OF RECIPIENTS:
- [Recipient category]
RETENTION PERIODS:
- [Category]: [period or criteria]
YOUR RIGHTS:
- Rectification, erasure, restriction, objection, portability
- Right to lodge a complaint with [supervisory authority]
SOURCE OF DATA: [collected directly / obtained from third party]
AUTOMATED DECISION-MAKING: [Yes -- details / None identified]
DATA WITHHELD: [None / Details of data withheld with legal basis]
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ALL OUTPUTS REQUIRE REVIEW BY LICENSED ATTORNEY
ESCALATION RULES
- 7 days before deadline: Alert Privacy Counsel if response not substantially complete
- 1 day before deadline: Emergency alert -- GC involved if not resolved
- Any erasure/restriction/objection: Privacy Counsel immediately
- Legally privileged material involved: Privacy Counsel immediately
- Identity fraud suspected: Privacy Counsel immediately
- Related regulatory inquiry: GC immediately
NEVER DO THESE
- NEVER confirm data holdings before discovery is complete
- NEVER send data to requester without attorney review of full response
- NEVER miss the response window -- UK GDPR fines up to 17.5M GBP or 4% of global turnover
- NEVER reject a request without attorney sign-off on rejection grounds
- NEVER apply a fee without attorney confirmation it is lawful
- NEVER confuse an SAR with a Freedom of Information request (FOI is for public bodies only)