With data privacy regulations such as GDPR, CCPA, and others, organizations must be prepared to efficiently handle Data Subject Requests (DSRs)—requests from individuals to access, correct, delete, or restrict the use of their personal data. Properly managing these requests is critical not only for compliance but also for maintaining trust and transparency with customers, employees, and partners.
SAP systems, which often hold vast amounts of personal data, must be equipped with processes and tools to manage DSRs effectively. This article outlines best practices for handling Data Subject Requests within SAP landscapes to ensure timely, accurate, and compliant responses.
Data Subject Requests can include:
Define and document processes for receiving, verifying, and responding to DSRs within your SAP environment. Assign responsibilities to data privacy officers, IT, and business units.
Tip: Set clear timelines aligned with regulatory requirements (e.g., 30 days for GDPR).
Use SAP Privacy Governance tools or integrate third-party privacy management solutions to centralize request tracking, workflows, and documentation.
Tip: Centralization helps ensure no requests are lost and provides audit trails for compliance.
Understand where personal data resides in your SAP landscape (ERP, CRM, SuccessFactors, etc.). Use data discovery and mapping tools to locate data relevant to each request.
Tip: Regularly update data inventories and classifications to streamline data retrieval.
Leverage SAP ILM and SAP Data Privacy tools to automate data extraction for DSR fulfillment, reducing manual effort and errors.
Tip: Predefine reports and data views tailored to typical DSRs.
Before fulfilling requests, implement strong identity verification to prevent unauthorized access or data breaches.
Tip: Use multi-factor authentication or other secure methods to validate requesters.
Provide only the requested personal data and avoid over-sharing. Mask or redact irrelevant or sensitive internal data if necessary.
Tip: Review responses for data relevance and privacy compliance before delivery.
For deletion or processing restrictions, ensure data is properly removed or flagged across all SAP systems, including backups and archives.
Tip: Use SAP ILM to automate secure deletion and retention policy enforcement.
Keep detailed records of all DSRs, including request details, actions taken, communications, and timelines.
Tip: Documentation supports compliance audits and helps resolve disputes.
Educate employees involved in DSR processes about legal obligations, company policies, and system usage.
Tip: Regular refresher training helps maintain awareness and effectiveness.
Continuously monitor and audit DSR handling to identify bottlenecks, errors, or compliance gaps.
Tip: Use metrics and feedback to optimize workflows and system configurations.
SAP offers several tools and modules to facilitate DSR management:
Efficiently managing Data Subject Requests within SAP environments is essential for regulatory compliance and maintaining stakeholder trust. By establishing clear policies, leveraging SAP tools, automating processes, and continuously improving, organizations can respond to DSRs accurately and promptly.
Adopting these best practices ensures that personal data is handled transparently and securely—strengthening your organization’s data privacy posture in an increasingly regulated world.