How to respond to data subject requests under GDPR?

Respond to data subject requests by verifying identity, locating relevant data, and providing the requested information within one month.

Responding to data subject requests efficiently requires establishing clear procedures and systems to handle the eight individual rights under GDPR, including access, rectification, erasure, and portability.

First, implement a formal intake process to receive and log requests through multiple channels (email, phone, web forms). Verify the requester's identity using proportionate methods - avoid excessive identity requirements that could discourage legitimate requests. Document the request type, date received, and assigned handler.

Establish data mapping systems that allow you to quickly locate all personal data across different systems, databases, and departments. Create standardized response templates while ensuring each response addresses the specific request. For access requests, provide data in a commonly used, machine-readable format.

Set up workflows to handle complex scenarios: requests affecting third-party rights, manifestly unfounded or excessive requests, and situations where exemptions might apply. Train staff to recognize when legal advice is needed, particularly for erasure requests involving legitimate interests or legal obligations.

Monitor response times closely - GDPR requires responses within one month, extendable to three months for complex requests with proper notification. Implement tracking systems to ensure no requests are overlooked and maintain records of all responses for accountability.

Kenny Hietbrink from Hack-IT emphasizes the importance of having technical systems that can efficiently locate and extract personal data, as manual processes become unmanageable as organizations scale.

For personalized guidance, consult a Data Protection specialist on TinRate.