Privacy requests
Replies and templates
Prepared replies for each situation: acknowledge receipt, ask for identity proof, extension notice, refusal and completion. Learn how to edit, send and log them.
For every request you can pick a prepared reply. Each is written for a situation and filled with the details of the request.
#The five replies
| Reply | When to use it | Effect on the request |
|---|---|---|
| Acknowledge receipt | You received it and are working on it. | New becomes In progress. |
| Ask for identity proof | You reasonably doubt who is asking. | Status becomes Awaiting identity and the deadline is paused. |
| Extension notice | The request is complex or numerous. | The request is marked extended. |
| Refusal | You cannot act on the request, with the reason. | The request is completed with the outcome Refused. |
| Completion | You have answered the request. | The request is completed with the outcome Fulfilled. |
#Placeholders
Templates use placeholders that are filled for each request: the request type, the date received, the deadline, the extended deadline, your company name and contact, and a summary hint. Any text left in square brackets is something you must complete before sending, and Privacyboard warns you about it.
#Edit the wording
You can edit the wording of each template in your email settings, for example to match your tone or add your legal references.
#Send or copy
After reviewing a reply you can send it from Privacyboard or copy it to send from your own mailbox. Emails sent from Privacyboard go out under your company name with your reply address set, only to the address of a request in your own workspace. Sending is rate limited.
Sent replies are kept on the request, so the history shows what was said and when.
#What to check, per right
For each right, a short guide lists what to look for and what a complete answer contains. For erasure, rectification and restriction it also reminds you to notify recipients of the data, such as your vendors, when the law requires it.
#FAQ
#Do replies go out automatically?
No. Only the receipt to the person who sent the form is automatic. Every other reply is reviewed and sent by you.
#Can I use my own wording?
Yes. Edit any template in your email settings, or edit the text before you send.
Privacyboard is a guidance tool, not legal advice. This page describes what the product does today. Found something unclear or out of date? Write to antoine@unmake.io.