Processing a Personal Data Request

You can view a single request by clicking on any request in Open Requests or Closed Requests. 

The Request Info tab includes the information about the request, the stage the request is in, and the consumer details. The Activity Log lists all the actions that were performed on the request, manually or automatically.

Delete/ View/ Update

The Request Info tab displays identifying details about the consumer and the status of their request.  On this tab, you can run through the steps of processing the request, viewing the consumer's information and taking the actions needed to complete the request.

In general, processing a View/ Delete/Edit request entails the steps described below.  The exact steps vary depending on the type of request. 

The top row in the Request state pane tracks the progress of the request as you process it.  

1.  Verify consumer identity

As the administrator, you must review the personal details the consumer entered and verify their identity. The identification file, if enabled, is masked and can be viewed for 20 seconds by clicking the Preview button.

Click Approve Verification to approve the consumer's identity and continue processing the request, or Decline & Close Request to reject verification and close the request.

You can specify which personal details the consumer must enter in the identity verification step in the Portal Editor.

2.  Gather data

The Collect stage gathers the consumer's data from all your connected systems.  

Connected Autoscan systems are scanned automatically for the consumer's personal data.  When the scan is completed, the page displays the data sources that were scanned and how many records were found in each data source.  If no data is found, the request closes automatically and the consumer is notified.

Data from connected manual systems can be uploaded via a CSV template using the Import dialog:

To manually add attributes:

1. Download the CSV template.
2. Add the data in the template.
3. Upload the updated file.

See Connecting systems for more information on data sources and their types.

When data gathering is done, click Next to move to the next stage.

3. Review the data

This tab displays the personal information gathered from the connected systems, and enables to prepare a report.

The table lists all the attributes of personal data found and/or imported for the consumer.  You can sort and filter the table by any column using the Filters.

Each row includes the following information about each attribute:

• System - the name of the connected data source where the attribute is stored.
• Field Name - the original field name of the attribute.
• Values - the value of the attribute found.

In addition, you can specify the following settings for how the attribute appears in the report for the consumer:

• Mask - hide the true value of the attribute.
• Field Friendly Name - assign a clearer or more descriptive name to this attribute.
• Included/Excluded - include or exclude this attribute from the consumer report.  Excluded rows are moved to the bottom of the table.
• Purpose of use - add an explanation of why this personal data is stored.
• Category - assign a category to the type of attribute.

The buttons at the top of the table enable you to specify these settings for multiple selected rows.

The buttons at the top right of the pane enable you to preview the report, close the request, import additional data, or click Next to move to the final stage.

4. Finalize the request

The final step depends on the request type. After preparing a report with the consumer's personal information, you must perform the final step to complete the process.

View

Click Send Report to send the report to the consumer.

Update

The report is sent to consumer for their review and changes.  After editing the personal information in the form, the consumer uploads it tothe portal. To view the consumer's form, click Download Inserts.

Note

The file downloaded in the Edit Data screen displays only the attributes the consumer edited.

1. Create detailed tasks for data source owners to implement the requested changes.
2. When the data source owner informs you that they edited the records, click Mark As Completed in the data source row.
3. Once you've been notified that all data records were edited, click Confirm & Close Request.

The consumer receives confirmation that the request was completed.

Delete

See Processing a delete request.