Data-subject requests

Handle access requests and your RoPA

Key capabilities

• Requests tracked from receipt to closure
• Full status logs
• Record of processing activities kept up to date

Learn more

Answer data-subject requests with a clear process

Receive, track and update data-subject requests with full status logs, and keep your record of processing activities (RoPA) up to date in the same platform.

What this module is for

Portability Requests holds the requests that people send about their personal information. A person sends a request from your public form. You review it, add notes and answer it. Law 25 requires a written answer within 30 days.

Before you start

• Open Portability Requests from the dashboard action cards.
• Publish the Data Request Link on your website before people send requests.
• Only an Admin can change the status of a request.

Publish the Data Request Link

Open Portability Requests, select Data Request Link, then select Copy. Paste the link on your website, where people can find it, for example on the page that holds your privacy policy.

What the requester fills in

The public form asks for:

• a name and an email address;
• a Request Type;
• the type of data the request concerns;
• notes, if the requester wants to add details.

After the requester selects Submit Request, NextIT sends an email with a confirmation link. NextIT handles the request only after the requester selects that link.

The five request types are:

• Access to my personal data
• Portability (export my data): the requester receives a copy of the data in a structured, commonly used technological format.
• Correction of my data
• Deletion of my data
• Restriction of processing

Review a request

1. 1
   Open the list

   Open Portability Requests. Each row shows the identification method, the types of data, the deadline, and the days left or Overdue.

2. 2
   Open the request

   Select a request to read its details.

3. 3
   Add notes

   Add a note to record each check and each action you take.

4. 4
   Change the status

   Change the status as the request moves on. Only an Admin can change the status.

5. 5
   Reject with a reason

   To reject a request, select Reject and enter the reason.

Deadlines and overdue requests

Law 25 requires a written answer within 30 days. NextIT shows the deadline and the days left for each request. A request past its deadline shows Overdue, so answer those requests first.

Activity log

Each request has an activity log. Open it to see the history of the request.

Common tasks

• Copy the Data Request Link by selecting Copy.
• Open a request to read its details and notes.
• Add a note after each check.
• Reject a request by selecting Reject and entering the reason.
• Find overdue requests by looking for Overdue in the list.

Tips

• Check the list each working day, so no deadline passes unnoticed.
• Write notes that a colleague can follow.

Related

• Privacy & compliance
• Privacy policy generator