What the SAR Prep Assistant is
When a member asks for a copy of the personal information you hold about them (a Subject Access Request, or SAR), the SAR Prep Assistant gathers the personal information held inside Bliply and lays it out for you to review. It is a preparation tool, not a compliance decision engine.
Bliply finds and packages the relevant data; your gym reviews it and decides what is ultimately disclosed. Nothing is ever sent to the member automatically.
Where to find it
- Go to People and open the member's profile.
- Open the Privacy & SAR tab.
The tab is available to gym admins and managers (and to Bliply platform staff assisting your gym).
The workflow
Received → Preparing → Review required → Approved → Supplied → Closed
1. Log the request
Click Log a request and record the date it was received, how it arrived (email, in person, app message, letter), an optional reference, and any notes. Bliply sets the response deadline to one month from the date received and shows a countdown on the request card — amber when seven days or fewer remain, red when overdue.
2. Gather the data
Click Gather data. Bliply collects records relating to that member across profile and contact details, memberships, payments and invoices, bookings and attendance, communications, signed documents, performance and health information, staff notes, preferences, account activity and uploaded files. Re-run it at any time with Re-gather data if more information comes in.
3. Review every record
Click Review records to open the review panel. Records are grouped by category, with a running count of what is included, redacted and excluded. For each record you can:
- Include — keep it in the pack as it is.
- Redact — click individual fields to replace their content with [Redacted by the gym].
- Exclude — leave it out entirely, with a reason recorded in the audit trail.
4. Third-party flags
Records that may also contain another person's information — group chats, family links, disputes, staff notes — are flagged Manual review — third-party information may be present. You cannot approve the pack while flagged records are still awaiting a decision. Decide on each one first.
5. Approve and download
Once you are satisfied, click Approve for disclosure. Bliply builds a ZIP containing a cover sheet and contents list, a SAR response information sheet, a PDF per category, and the member's original documents. Click Download prep pack to retrieve it. Check it once more before you send anything to the member — you decide how the pack is delivered.
6. Record completion
Use Mark as supplied when you have provided the information to the member, then Close request once the matter is finished.
Adjusting the deadline
The standard UK GDPR response time is one month. Where the request is complex or the member has made several requests, you may extend it by up to two further months. Use Adjust deadline, set the new date and record the reason — you must also tell the member about the extension and why, within the original month.
Audit trail
Every request keeps a dated log showing who logged it, who gathered the data, what was excluded or redacted and why, who approved it, when it was downloaded, when it was supplied, and any deadline changes. The audit trail is kept even after the pack itself is removed.
Security and retention of the pack
Packs are stored privately and download links are short-lived. The pack file is kept for 30 days after approval and then removed automatically by a nightly clean-up; the SAR record and its audit trail remain. If you need it again after that, re-gather and re-approve.
Important
Bliply does not decide what you are legally required to disclose. Review the pack for third-party information, exemptions, completeness and information held outside Bliply before disclosure. Your gym remains the data controller and is responsible for the response.