Guide to Automating Data Subject Requests (DSRs)

Data Subject Requests (DSRs) are a cornerstone of modern privacy laws. As request volumes grow, manual processing becomes unsustainable. This guide explains how to build an automated DSR workflow that scales.

What Are Data Subject Requests?

DSRs are formal requests from individuals exercising their privacy rights. Under GDPR, these include access requests (SARs), erasure requests, rectification requests, portability requests, and objection requests. Under CCPA, they include right-to-know, right-to-delete, and right-to-opt-out requests.

Response deadlines are strict: 30 days under GDPR (extendable to 90 in complex cases), 45 days under CCPA (extendable to 90 with notice).

The Problem with Manual DSR Processing

• Volume: As privacy awareness grows, DSR volumes are increasing 30–50% year-over-year. Enterprise organizations receive thousands of requests monthly.
• Cost: Manual DSR processing costs $1,000–$1,500 per request on average, involving multiple teams across IT, legal, and business units.
• Compliance risk: Missing deadlines, incomplete responses, or incorrect identity verification can result in regulatory fines.
• Data fragmentation: Personal data is spread across dozens of systems, making manual collection error-prone and time-consuming.

Building an Automated DSR Workflow

Step 1: Intake and Classification

Automate request intake through a self-service portal, email parsing, or API. Automatically classify the request type (access, deletion, correction, etc.) and the applicable regulation (GDPR, CCPA, HIPAA, etc.).

Step 2: Identity Verification

Verify the requester's identity before processing. This is legally required — processing a request from an impersonator could itself be a data breach. Use multi-factor verification: email confirmation, ID document upload, or account-based verification.

Step 3: Data Discovery and Collection

Automatically search across connected data systems to find all personal data related to the requester. This requires integrations with your databases, SaaS applications, cloud storage, email systems, and any other systems that store personal data.

Step 4: Review and Approval

Route collected data through an approval workflow. For access requests, review data before disclosure to ensure no third-party information is inadvertently shared. For deletion requests, confirm no legal holds or retention requirements prevent deletion.

Step 5: Execution

Execute the request: deliver data packages for access requests, delete data across systems for erasure requests, update records for correction requests. Track execution across all systems.

Step 6: Response and Documentation

Deliver the response to the requester with a compliance-ready communication. Log all actions taken for audit purposes, including timestamps, systems affected, and approvals.

Key Features of DSR Automation

• SLA Tracking: Automatic deadline calculation based on the applicable regulation, with alerts as deadlines approach.
• Multi-Regulation Support: Handle requests under GDPR, CCPA, HIPAA, and other frameworks with regulation-specific workflows.
• Audit Trail: Complete log of every action taken, for compliance reporting and regulatory audits.
• Reporting and Analytics: Track request volumes, response times, completion rates, and common request types.
• API Integration: Connect to your existing systems via API for seamless data discovery and execution.

ROI of DSR Automation

Organizations that automate DSR processing typically see:

• • 90% reduction in response time (from weeks to hours)
• • 80% cost savings per request ($1,000+ down to $100–200)
• • 99%+ compliance rate with regulatory deadlines
• • Scalability to handle 10x–100x volume without adding headcount

Getting Started with PrivaBase DSR Automation

PrivaBase provides a complete DSR automation platform out of the box. Set up your intake portal, connect your data systems via API, configure approval workflows, and start processing requests — all within minutes.

Our free tier includes DSR management for up to 5 requests per month, with paid plans scaling to unlimited requests with full SLA tracking and multi-system integrations.