Personal data is stored across a range of different areas within your business and you are required by law to collate and provide a copy of this personal data to its subject if you receive a Subject Access Request (SAR). What’s more, responses must be provided in the same format as they are made, so if you receive a request by email, your response must be provided in an electronic format. Under the GDPR, SARs must be answered within one month.
Are you able to quickly locate all the information you hold on an individual? Can you provide a copy of that information in the correct format to comply with the GDPR?
Designed to help
Personal Data Search is designed to help Pegasus Opera 3 users locate personal data held within an Opera 3 company. All you need to do is enter the personal information you know and Personal Data Search will scan through Opera 3 and display a list of the records that match your search criteria. You can search using a wide range of criteria such as surname, address and postcode, as well as more detailed information such as customer account code and employee reference or National Insurance number.
The areas of the system that are searched include:
- Sales Ledger: customers and contacts
- Purchase Ledger: suppliers and contacts
- CRM: Sales Regions/Territories/Types/Routes/Despatch
- CRM: company processing, contact details, contact addresses, helpdesk calls
- Nominal Ledger: banks
- Cashbook: payees
- Fixed Assets: locations and insurance companies
- Payroll: employee details, pension scheme contacts, bank contacts
- Personnel: employee details, including emergency contacts
- People Profiles
Related personal information
When you carry out a search, the data that matches your criteria is displayed together with the related personal information and the location on Opera 3 of each item is also included. If your search has resulted in multiple individuals, this will help you to locate and select the correct contact more easily.
You can then select which elements of this personal information to extract, and you have the option to print it, export to Excel or export as a .csv file, all of which are acceptable ways of providing the required information. This gives you all the flexibility you need to provide data in different formats when responding to a Subject Access Request, especially if you have to provide the information in electronic format.
As a Pegasus Centre of Excellence, our experienced team is on hand to assist with any questions you may have. If you’d like to learn more about how Personal Data Search can help you answer SARs and comply with GDPR, join the webinar on Friday 18th May 2018. Alternatively, get in touch to speak to a member of our team.