The Most Overlooked Legal Rule That Could Cost Your Business Thousands
There comes a time in every company’s life when that email lands in your inbox –
“I’d like to know what Personal Data you have about me”
That simple message is a Data Access Request (DAR). Since the implementation of GDPR, individuals have the right to request access to their data and ensure it’s being used lawfully. What starts as a short email can quickly become a serious compliance matter.
How to Comply With a DAR?
Upon receiving a DAR, a business should:
1. Verify the identity of the requestor to avoid unauthorized access.
2. Confirm whether you hold the requested data and ensure it’s relevant and accessible.
If your company does hold the data, you must provide a copy of the requested information in an intelligible form within 40 calendar days of receiving the DAR.
You may charge a reasonable administrative fee to cover the time, effort, and resources involved in fulfilling the request, but the cost must not be excessive.
When You Can Refuse a DAR
However, there are limited circumstances in which a business can refuse a data access request, for example:
• The requestor’s identity cannot be verified.
• Processing the request would disclose another person’s data
• Compliance is restricted by law
In such case, the company must issue a written notice within 40 days explaining the reason for refusal and log the details for at least 4 years.
Why It Matters
Responding properly to a Data Access Request doesn’t just keep you compliant, it also strengthens your reputation for transparency and accountability. But creating detailed, legally sound forms can be tedious and time-consuming.
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