Managing Data Subject Requests
Data privacy laws give data subjects specific rights to their personal data; these rights include obtaining copies of it, requesting changes to it, restricting the processing of it, deleting it, or receiving it in an electronic format so it can be moved to another controller.
The law requires the data controller to keep a record of all data subject requests. enables you to do so and to ensure follow-up with undue delay.
Creating a data subject request
You need to record the data subject requests received.
To create a data subject request:
1. In the navigation menu, click Data Subjects > Data Subject Requests.
2. Click New.
You can specify the following information:
• Request Status
• Pending Request
• New
• Assigned
• Processing
• Closed
• Request Type
• Access
• Deletion
A data subject may also have the right to have you delete data that you keep on him or her.• Objection
The data subject shall have the right to object, on grounds relating to his or her particular situation, at any time to processing of personal data concerning him or her • To be forgotten
• Rectification
The data subject shall have the right to obtain from the controller without undue delay the rectification of inaccurate personal data concerning him or her.• Portability
• Restriction
The data subject shall have the right to obtain from the controller restriction of processing.• Request Date
It is mandatory to specify the request date. This date will help automatically compute the number of days which have passed since the data subject request.• Data Subject Name
Specifying Information on a Data Subject Request
To further describe a data subject request, you can add the following information:
• Request source
The request source is the means through which the request is received.
Example: the ID of a web form
• Document type
It is important to record an official document to officially identify the data subject. This document may be:
• an ID
• a passport
• a driving license
• other
• Document number: corresponds to the number of the document selected above
• Data Subject Request
A comment can be entered here.• Request Priority
• High
• Medium
• Low
• Assigned person
• Tag
Tags can be selected to facilitate full text search. For more information on tags see Collaboration features.Describing the scope of a data subject request
It is necessary for you to describe the scope of the data subject request, i.e. which legal entities and departments are impacted by the data subject request. You may also want to get into the details and specify a related processing activity.
To describe the scope of a data subject request:
1. In the navigation menu select Data Subjects > Data Subject Request.
2. In the property page of a data subject request, select the Request Scope tab.
3. From the drop-down lists available select the impacted:
• legal entities
• departments
• and/or processing activities
Please note that the number of data subject requests by legal entity/department is an important criteria, as this may constitute a Key Performance Indicator in business matters.Attaching documents to the data subject request
It may be useful to provide any relevant attachment that can help further describe the data subject request (eg. a copy of the email used to send the request).
To attach a document to the data subject request:
1. In the navigation menu select Data Subjects > Data Subject Request.
2. In the property page of a data subject request, select the Attachments tab.
3. Create an attachment and specify:
• a document ID
• a document title
• the document description
4. In the File Location, select the document to attach.
5. Upload and click OK.
Managing data subject management deadlines
The number of days which have passed since the data subject request is automatically computed.
As the deadline of 30 days approaches, if the status of the data subject request is not set to "closed", the person in charge of the request management is notified by email.
After 30 days, you may indicate you want this period to be extended, as authorized by the law.
To extend the deadline of the data subject request:
1. In the navigation menu select Data Subjects > Data Subject Request.
2. In the columns available on the data subject request, select the Deadline extended check box.