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
┌──────────┐ ┌─────────────┐ ┌───────────────────┐ ┌───────────────────────┐
│ Opened │ ──▶ │ In Progress │ ──▶ │ Identity Verified │ ──▶ │ Completed & Fulfilled │
└──────────┘ └─────────────┘ └───────────────────┘ └───────────────────────┘
│ │
▼ ▼
┌──────────────────────┐ ┌───────────────────┐
│ Awaiting Information │ │ Deadline Extended │
└──────────────────────┘ └───────────────────┘
Opened New, not started
In Progress Work underway
Identity Verified Identity confirmed
Completed & Fulfilled Request satisfied
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 |
| No Data Found | No data found about the subject |
| Rejected | Request refused (e.g. identity not verified, manifestly excessive, exemption applies) |
| Withdrawn by Subject | Subject cancelled their request |
| Duplicate Request | Same request already being handled |
| Invalid Request | Request is not a valid DSAR |
User Roles
| Role | Create Cases | Edit Cases | Delete Docs | Manage Users | Billing |
|---|---|---|---|---|---|
| Admin | ✅ | ✅ | ✅ | ✅ | ✅ |
| Case Manager | ✅ | ✅ | ❌ | ❌ | ❌ |
| Reviewer | ❌ | Status only | ❌ | ❌ | ❌ |
| Read Only | ❌ | ❌ | ❌ | ❌ | ❌ |
Notes: Document deletion is Admin-only. Case Managers can create, manage, close cases and upload, but cannot delete documents or manage billing. Reviewers can update status, upload, and request info, but cannot create cases, submit info, or close cases. Read Only can view and export only.
Plan Limits
| Plan | Cases/Month | Users | Storage | Price |
|---|---|---|---|---|
| Basic | 1 | 1 | 2 GB | €29/mo |
| Starter | 5 | 3 | 10 GB | €59/mo |
| Pro | 25 | 10 | 50 GB | €199/mo |
| Enterprise | Unlimited | Unlimited | Fair-use | Custom |
File Limits
| Type | Max Size | Formats |
|---|---|---|
| Documents | 100 MB | PDF, DOCX, DOTX, DOCM, DOTM |
| Spreadsheets | 100 MB | XLSX, XLSM, XLTX, XLTM |
| Presentations | 100 MB | PPTX, PPTM, POTX, POTM |
| Images | 100 MB | PNG, JPG, JPEG, GIF, BMP, TIFF, TIF, WebP |
| 100 MB | EML, MSG (auto-converted) | |
| Text | 100 MB | TXT, CSV, LOG, MD, JSON, XML, HTML, CSS, JS |
Max file size: 100 MB on paid plans, 10 MB per file on the free trial (the trial also limits files per case). Batch uploads are capped at 1 GB total. Legacy .doc and .xls are not supported.
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.Where to Find Things
| To… | Go to |
|---|---|
| See all cases | Sidebar → Cases → All Cases |
| Create a case | Sidebar → Cases → New Case |
| Import past cases | Sidebar → Cases → Import Past Cases |
| Manage users (Admin) | Sidebar → Users |
| Compliance proof search (Admin) | Sidebar → Compliance → Verification |
| Audit logs (Admin) | Sidebar → Compliance → Audit Logs |
| Settings (Admin) | Sidebar → Settings |
| Billing & plan (Admin) | Sidebar → Billing |
No keyboard shortcuts
SAR Portal has no keyboard shortcuts — every action is available from the sidebar and the on-screen buttons. Users, Compliance, Settings and Billing are visible to Admins only.Common Actions
Create a case
Sidebar → Cases → New Case → choose "Manual Entry" or "From Email" → fill in the form → Create Case
Add documents to a case
Documents are attached through a case action — there is no standalone upload button:
Open the case → Request Info, Submit Info, or Close Case → attach files
The file picker lets you select several files at once (hold Ctrl on Windows / Cmd on Mac).
Redact PII
Redactable files you attach are scanned automatically — there is no separate “analyze” button:
Attach files → Review Detected PII → select what to redact → Redact Selected → review → Confirm & Attach to Case
You can also choose Skip Redaction to attach files unchanged.
Verify identity
Open the case → Mark Verified
One click; the verification is timestamped on the case for your audit trail. (Requests submitted through the public portal are verified automatically by the portal token.)
Extend a deadline
Open the case → More Actions → Extend Deadline → choose 30 or 60 days → add a reason → Extend Deadline
The data subject is automatically emailed about the extension.
Close a case
Open the case → Close Case → choose a Closure Reason (and a Refusal Ground if rejecting) → add notes → Close Case
Invite a user (Admin)
Sidebar → Users → Invite User → enter email → select role → Send Invitation
Admin-only case actions
- Delete a document: open the case → the document’s Delete button → choose a reason. This is a soft delete — restorable until the case is closed.
- Anonymise a case: open the case → Manual Anonymization (irreversible; removes the case’s documents).
- Legal hold: open the case → Place Legal Hold / Release Legal Hold.
Emergency Contacts
| Need | Contact |
|---|---|
| Technical Support | support@sarportal.com |
| Security Issues | security@sarportal.com |
| Data Protection | dpo@sarportal.com |
| Billing Questions | support@sarportal.com |