How do I process a GDPR Subject Access Request (SAR) data export in agentOS?
You can fulfil a GDPR Subject Access Request by running a data export from the GDPR Data Export Requests section in agentOS. The export is chargeable and may take up to an hour to process.
agentOS includes a built-in function to help you meet your obligations under GDPR when a client submits a Subject Access Request (SAR). This allows you to export all data held on a specific individual within the system.
Important: The export contains all data held on the specific client. If that client is part of a CRM group with other clients, all data linked to those additional clients will also be included — this may include sensitive information such as bank details. For this reason, you should not email the export directly to the client. Once complete, the client can download their own data through their secure GDPR online account.
Step 1: Access GDPR Data Export Requests
Go to Office > GDPR Data Export Requests.
Step 2: Begin the export request
Click Begin Export Request in the top right-hand corner of the screen.
A pop-up will appear confirming that this is a chargeable service. You will see the current charge displayed at this point. Enter the name of the person whose data you wish to export using the Person field, then toggle the confirmation switch to Yes and click Begin Export Request.
Step 3: Wait for the export to build
The export runs in the background and may take up to an hour to complete, depending on the volume of data held on the system. Please be patient while it processes.
Step 4: Download or share the export
Once complete, the export will appear in the GDPR Data Export Requests grid. Use the Actions menu next to the person's name and select Download to preview the data yourself.
To allow the client to access their own data directly, go to their profile using the main Actions drop-down and select Send Login Request. This sends them the login details they need to access their GDPR online account and download the export themselves.
About the downloaded file
Because the data is a mixture of emails, SMS messages, and profile notes, the downloaded zip file contains documents stored as .txt files in JSON format.