Access Request Lifecycle
When a Data Subject requests to access the personal information that your company maintains on them, they will submit an Access (right to know) request.
Request Submission
When a Privacy Request is created, its workflow is partially determined by its submission method. Requests submitted through API, Toll-Free Number, and Email Forwarding will automatically enter the Active: Wizard state.
Requests created from the Intake Form will enter the Active: Pending Verification state immediately after creation.
Active: Pending Verification
Once a request enters the verification state, an email will be sent to the Data Subject with a link to verify their identity. This ensures the Data Subject owns the email they are requesting information for.
The Data Subject has 7 days to verify their identity. If the verification is not completed within 7 days, the request will automatically move to Closed: Unverified. Verified requests will immediately move to the Active: Wizard state. A reminder email will be sent to Data Subjects who do not verify within 24 hours.
Verification links can only be clicked once. If a Data Subject has already verified their request and attempts to use the verification link again, they will see a 404 page.
Email Templates: Email Verification, Email Verification Reminder
Closed: Unverified
If the Data Subject fails to verify their email after 7 days, they will receive a confirmation that their Privacy Request was rejected, and the request will automatically move to closed.
Email Templates: Verification Rejected
Requests in the Closed: Unverified unverified state cannot be reopened. A new Privacy Request must be submitted if a Data Subject fails to verify their email.
Active: Wizard
The Request Wizard gives Privacy Managers an opportunity to review Data Subject information and confirm Privacy Requests are configured with the correct Legal Framework and other information.
At the end of the wizard, Privacy Managers are given the option to send Data Subjects a receipt of the request.
Additionally, Privacy Requests submitted via API, Toll-Free Number, and Email Forwarding are given an option to verify the Data Subject's email at the end of the wizard. If this option is selected, requests will move to Active: Pending Verification and directly to Active: Extracting Personal Data, if verified.
The Wizard State can be automatically skipped for verified requests by configuring your Wizard Automation settings.
Email Templates: Privacy Request Confirmation
DataGrail Notifications: Request Status - Pending Wizard
Active: Extracting Identifiers
If your account is configured to use Multiple Identifiers, configured integrations will begin to extract them in this state. Otherwise, the request will move immediately to Active: Extracting Personal Data.
Once extraction is complete, requests will move to Active: Extracting Personal Data.
Active: Extracting Personal Data
In this state, API integrations will begin querying for Data Subject PII and Direct Contact Integrations will send emails to their respective processors. Privacy Requests will remain in this state until all integrations complete successfully or are stopped. Use the Integration Status to see where configured integrations are in the extraction process. Any retrieved data will be uploaded to your cloud storage bucket.
If an integration encounters an error, it will automatically be retried the next day. A Privacy Request cannot proceed if any integration exists with an error. All unfinished integrations will be retried daily. If an integration shows a processing status for an extended period of time, it may be an Asynchronous Integration waiting for the third-party to complete processing.
Any "processing" or "failed" integration can be manually skipped by selecting the three dots on the right-side of the integration and then Complete Request. Marking an integration as completed will ignore any data retrieved and cannot be undone.
Once all integrations complete, Privacy Requests will automatically move to Active: Pending Action
Direct Contact Processors are given 14 days to respond to requests from DataGrail. After 14 days, the integration will either be skipped or block the Privacy Request from proceeding, depending on your Deadline Automation Settings.
Active: Pending Action
This state allows Privacy Managers to review retrieved data and determine what results to send to the Data Subject. For more information on how to modify data files on access requests, please see Editing PII Data Files.
If you would like to include any additional data in the Access Results, use the Miscellaneous Files option.
Once all data has been reviewed, select Process Request to review the final confirmation email to the Data Subject and send the results. Access Requests with selected data files will move to the Closed: Notifying Requester state. Access Requests with no data files selected will move to Closed: Responded.
DataGrail Notifications: Request Status - Pending Action
Closed: Notifying Requester
Once this state is reached, Data Subjects will receive an email with a download link to their Access Requests Results. This link is valid for 7 days.
If the data subject does not download their data within 7 days, the request will automatically move to Closed: Not Downloaded. If the requester opens the download link within 7 days, the request will automatically move to Closed: Downloaded.
The Access Results download link can only be used once. If the Data Subject attempts to click the download link more than once, they will be taken to a 404 page. If they would like to review their results again, they will need to submit a new request. Expired download links will also show a 404 page.
Email Templates: Access Request Results
Closed: Responded
In this state, the Data Subject will be notified that no data was found in response to their Access Request.
Email Templates: Access Request Results - No Data Found
Closed: Downloaded
This state indicates the Data Subject has successfully downloaded their data.
Closed: Not Downloaded
This state indicates the Data Subject did not download their data and that the download link has expired.
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.