Amid an evolving regulatory landscape and increasing scrutiny over personal data, Human Resources departments in organizations across Europe have faced growing challenges in complying with the General Data Protection Regulation (GDPR). One of the most labor-intensive tasks has been processing Subject Access Requests (SARs) from employees — a legal right that allows individuals to access the personal data an organization holds about them. Traditionally, responding to these requests often meant time-consuming manual searches across email threads, local storage drives, and scattered databases. However, with the advent of purpose-built privacy management tools like OneTrust, HR departments have discovered a way to eliminate this inefficiency and bolster compliance efforts.
TLDR:
Human Resources departments have significantly improved GDPR compliance by using OneTrust’s privacy automation tools to handle employee data requests. This has virtually eliminated the need for manual file searches by automating workflows and centralizing data. By streamlining this process, organizations can not only comply more easily with regulatory timelines but also free up HR professionals to focus on strategic initiatives instead of administrative burdens. Automation through tools like OneTrust is quickly becoming a best practice for privacy-conscious companies.
Understanding the Challenge: Manual Burdens of GDPR SARs
When GDPR came into effect in 2018, organizations became obligated to fulfill Subject Access Requests within one calendar month. For HR departments, this presented a logistical dilemma. Employee data is often fragmented across multiple systems and platforms — from payroll software and internal communication tools to on-premise storage solutions. Each SAR came with a ticking clock, and manual searches resulted in errors, delays, and reputational risk.
“Before automation, responding to a single employee SAR could take days or even weeks,” said Julia Martin, a Human Resources Manager at a mid-sized technology firm. “We’d have to comb through dozens of folders, Slack messages, archived chats, and multiple HR systems just to ensure we weren’t missing anything.”
Enter OneTrust: A Centralized, Automated Solution
OneTrust is a leading privacy, security, and governance software platform designed to help organizations comply with global regulations like the GDPR, CCPA, and others. One of its standout functionalities is the ability to manage Data Subject Access Requests (DSARs) — streamlining and automating the entire lifecycle, from intake to fulfillment.
The platform’s user-friendly dashboard allows HR teams to:
- Automatically route SARs to the correct departments via customizable workflows
- Identify and collect relevant employee data across integrated systems using federated search
- Apply redactions or legal exemptions before sharing files with the requestor
- Track compliance KPIs such as response time and data categories retrieved
The automation significantly reduces the dependency on manual labor, eliminating human error and ensuring consistent, policy-driven execution. More importantly, it ensures organizations meet their regulatory obligations without affecting daily HR operations.
Real-World Implementation: Case Study Snapshots
Case A: A Multi-National Retailer
The HR compliance team at a multinational retail company used to manage GDPR compliance through spreadsheets and email chains. With over 40,000 employees across Europe, they received dozens of datasubject requests every month. Implementing OneTrust allowed them to:
- Create a secure employee data request portal
- Automate requests from acknowledgment to fulfillment
- Integrate with Office 365, SAP SuccessFactors, and internal HRIS systems
The results? A 70% decrease in time spent on each request and near-perfect on-time response rates.
Case B: A SaaS Tech Company
This mid-sized tech organization faced difficulties fulfilling SARs within the mandated 30-day window due to scattered data and a small HR team. After deploying OneTrust, they:
- Reduced manual effort by integrating Slack, Google Drive, and Jira for data collection
- Created templated responses and triggered automated legal reviews
- Established a compliance audit trail that met legal scrutiny
The company reported a 60% reduction in resource allocation and increased trust from both employees and auditors.
Why It Matters: Implications Beyond Compliance
While GDPR compliance may be the primary driver, the benefits of automation stretch beyond regulatory obligations. HR departments adopting OneTrust have noted enhanced organizational transparency and improved employee relations. Employees feel more secure knowing their data is handled responsibly and that they can easily make access or deletion requests. Internally, HR teams gain more bandwidth to focus on other priorities like talent development and strategic workforce planning.
Other benefits include:
- Fewer legal risks stemming from missed deadlines or incomplete data disclosure
- Audit readiness through automatically generated compliance reports
- Configurable privacy controls aligned with regional data laws
Key Features of OneTrust That Elevate HR Operations
Here are some specific features within OneTrust that HR teams find particularly useful:
- Data Mapping Module: Automatically discovers where personal data is stored and creates a visual inventory.
- Privacy Rights Automation: Manages the intake, tracking, and fulfillment of individual rights requests.
- AI-Powered Redaction: Automatically removes sensitive or irrelevant data points before sharing.
- Collaborative Workflows: Routes tasks to legal, IT, or operations for collaborative response building.
- Customizable Templates: Ensure replies to SARs meet consistent legal and communications standards.
Challenges with Implementation
Transitioning to an automated solution is not without its challenges. Common hurdles include:
- Integration complexity: Some legacy HR systems may not easily sync with OneTrust, requiring added configuration.
- Initial resource investment: Setting up workflows, mapping data, and training teams takes time and effort.
- Change management: People may resist new systems, especially in HR roles accustomed to manual processes.
However, most companies report that the long-term ROI in terms of saved time, reduced risk, and improved accuracy far outweighs initial setup costs.
Regulatory Peace of Mind
OneTrust helps HR departments maintain consistent compliance with GDPR Articles such as:
- Article 15: Right of access by the data subject
- Article 17: Right to erasure (“right to be forgotten”)
- Article 30: Records of processing activities
By embedding these requirements into automated workflows, HR teams can meet their legal duties without continual re-interpretation of each clause.
The Future of HR Compliance Is Automated
As data privacy laws become more stringent and employee expectations increase, automation is no longer a competitive advantage—it’s a compliance necessity. Tools like OneTrust offer HR departments a scalable and defensible way to navigate the complexities of GDPR while improving internal efficiency.
In a world where even data-driven tech firms struggle to consistently meet GDPR obligations, automation through trusted platforms can provide a safety net and a strategic advantage. The era of digging through old files and scattered documents is over.
Conclusion
GDPR compliance doesn’t have to be a burdensome process for HR departments. Platforms like OneTrust bring order, structure, and automation to what was once a chaotic, stressful task. Organizations that adopt modern privacy tools not only protect themselves from significant fines or reputational damage but also demonstrate to their employees a proactive commitment to data protection. For HR professionals aiming to future-proof their operations, the message is clear: automate, centralize, and stay compliant.