Quick Reference
A printable quick reference for handling DSARs with SAR Portal.
App Quick Links
Request Types at a Glance
| Type | Article | What They Want | Deadline |
|---|---|---|---|
| Access | Art. 15 | Copy of their data | 30 days |
| Erasure | Art. 17 | Delete their data | 30 days |
| Rectification | Art. 16 | Correct wrong data | 30 days |
| Restriction | Art. 18 | Freeze processing | 30 days |
| Portability | Art. 20 | Data in portable format | 30 days |
| Objection | Art. 21 | Stop processing | 30 days |
| Automated Decision | Art. 22 | Human review of AI decision | 30 days |
Case Status Flow
┌──────────┐ ┌─────────────┐ ┌──────────┐ ┌────────┐
│ Open │ ──▶ │ In Progress │ ──▶ │ Verified │ ──▶ │ Closed │
└──────────┘ └─────────────┘ └──────────┘ └────────┘
│ │
▼ ▼
┌───────────────┐ ┌──────────┐
│ Awaiting Info │ │ Extended │
└───────────────┘ └──────────┘
Open New, not started
In Progress Work underway
Verified Identity confirmed
Closed Complete
Deadline Calculator
| Received | Due Date (30 days) | Extended Due (90 days) |
|---|---|---|
| 1st | 31st same month | +2 months from 31st |
| 15th | 14th next month | +2 months from 14th |
| Last day | 30th next month | +2 months from 30th |
Remember
The clock starts when you receive the request, not when you log it!Response Checklist
Before Responding
- All systems searched for subject's data
- All relevant documents gathered
- Third-party data identified
- Redactions applied to protect others
- Documents in accessible format
- Within deadline
- Approved by appropriate person
When Closing
- Response sent to subject
- Delivery method documented
- Closing notes added
- Correct closure reason selected
Closure Reasons
| Reason | When to Use |
|---|---|
| Completed - Fulfilled | Request fully satisfied |
| Completed - Partial | Some data provided, some legitimately withheld |
| Completed - No Data | No data found about the subject |
| Refused - ID Verification Failed | Couldn’t verify requester’s identity |
| Refused - Excessive/Repetitive | Same request made repeatedly |
| Refused - Exemption Applies | Legal or other exemption |
| Withdrawn | Subject cancelled their request |
User Roles
| Role | Create Cases | Edit Cases | Delete Docs | Manage Users | Billing |
|---|---|---|---|---|---|
| Admin | ✅ | ✅ | ✅ | ✅ | ✅ |
| Case Manager | ✅ | ✅ | ✅ | ❌ | ❌ |
| Reviewer | ❌ | Limited | ❌ | ❌ | ❌ |
| Read Only | ❌ | ❌ | ❌ | ❌ | ❌ |
Plan Limits
| Plan | Cases/Month | Users | Storage | Price |
|---|---|---|---|---|
| Basic | 1 | 1 | 1 GB | €29/mo |
| Starter | 5 | 3 | 5 GB | €59/mo |
| Pro | 25 | 10 | 25 GB | €199/mo |
File Limits
| Type | Max Size | Formats |
|---|---|---|
| Documents | 50 MB | PDF, DOCX, DOTX, DOCM |
| Spreadsheets | 50 MB | XLSX, XLSM, XLTX, CSV |
| Images | 50 MB | PNG, JPG, GIF, BMP, TIFF, WebP |
| 50 MB | EML, MSG | |
| Text | 50 MB | TXT, LOG, MD, JSON, XML, HTML |
PII Types Detected by AI
Personal Identifiers
- Names, Email addresses, Phone numbers
Government IDs
- Passport, National ID, SSN/PPS, Driver’s license
Financial
- Bank accounts, Credit cards, IBAN
Location
- Addresses, Postcodes, GPS coordinates
Health
- Medical conditions, Prescriptions
Digital
- IP addresses, Usernames, Device IDs
When You Can Refuse
| Reason | Example |
|---|---|
| Can’t verify identity | Person won’t provide ID verification |
| Manifestly excessive | 5th identical request this month |
| Manifestly unfounded | Clear harassment/bad faith |
| Exemption applies | Legal privilege, ongoing litigation |
| Third-party rights | Would expose others’ data |
Even When Refusing
You must respond within 30 days explaining why you're refusing and informing them of their right to complain.Key Keyboard Shortcuts
| Action | Path |
|---|---|
| New Case | Cases → Create New Case |
| View Cases | Sidebar → Cases |
| Settings | Sidebar → Settings |
| Upload Doc | Case → Documents → Upload |
| Run AI | Document → Analyze for PII |
| Close Case | Case → Close Case |
Common Actions
Create a Case
Cases → Create New Case → Fill form → Create Case
Upload Documents
Case → Documents section → Drag & drop files
Run AI Analysis
Document → Analyze for PII → Review results
Apply Redactions
Document → Redact → Select items → Apply Redactions
Close a Case
Case → Close Case → Select reason → Add notes → Close
Invite a User
Users → Invite User → Enter email → Select role → Send
Emergency Contacts
| Need | Contact |
|---|---|
| Technical Support | support@sarportal.com |
| Security Issues | security@sarportal.com |
| Data Protection | dpo@sarportal.com |
| Billing Questions | support@sarportal.com |