Configuring an Auto-Reply for Your DSR Inbox

Configure an auto-reply to your associated DSR email inbox to funnel more data subjects to the intake form and to filter out non-DSR emails.

Privacy Inbox

One of the intake methods that DataGrail offers is the email forward method. This works via automatic forwarding of all emails received in the privacy inbox into DataGrail, where they are created as new DSRs, independently of the subject, sender or content of the email. From this point, the content of those emails can be reviewed and interpreted in DataGrail, in order to determine if they are legitimate DSRs or not, and if they are, assign the correct legal framework and right before continuing to process.

In general, a privacy inbox may not be exclusively set up to receive only DSRs. Any kind of communication related to an organization’s privacy practices might be sent to that inbox.

It’s not feasible to be able to automatically interpret the content of emails to determine if a request is a legitimate DSR, which forces Privacy Managers to review and interpret every single one of these requests before they can make a decision and take action.

DSR Inbox

A dedicated inbox can help reduce the volume of non-DSRs logged in the platform.

DataGrail believes a public form is the most operationally pragmatic intake mechanism. The form manages the user experience at the point of collection and captures standardized information essential to proceed with a request. In short, a form centric approach disambiguates email correspondence and helps maintain a consistently repeatable DSR process.

If a DSR is received in a privacy or general inbox, you can direct the person to the intake form, forward the email to your designated inbox (i.e. privacy-requests@customername.com) for forwarding to Request Manager, or manually create the request in Request Manger.

Create an Auto-Reply

The auto-reply helps re-direct inquires to the correct venue; DSRs can be made via the intake form and non-DSR privacy questions can be sent to the general privacy inbox.

• Setup Auto-Reply in Gmail
• Setup Auto-Reply in Outlook

Auto-Reply Templates

Here are some recommendations of templates to use. Please note that we are not legal advisors and encourage working with a legal team to determine the exact verbiage within these auto-replies

Template #1

Thanks for emailing the [COMPANY] Privacy team!

If you would like to exercise your data privacy rights as applicable to your location of residence, please click here [INSERT LINK].

Otherwise, we will get back to you as soon as we can!

Template #2

Thanks for emailing the [COMPANY] Privacy team!

If you would like to exercise your data privacy rights as applicable to your location of residence, please click here [INSERT LINK] and Do-Not-Sell requests here [INSERT LINK].

For general inquiries regarding your data privacy, please email [PRIVACY EMAIL].

If you need to contact legal/DPO - email [LEGAL EMAIL] We will respond as soon as possible.

Thank you,

Privacy Team at [COMPANY]

If you have any questions about this feature, please reach out to your dedicated CSM or support@datagrail.io.

Disclaimer: The information contained in this message does not constitute as legal advice. We would advise seeking professional counsel before acting on or interpreting any material.