Access Categories Request Lifecycle
When a Data Subject requests to know the type of data categories you store, they will submit an Access Categories 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. The extraction process for API Integrations is identical to a standard Access Request, however, Direct Contact processors will only be prompted to indicate if they hold data, and they are not prompted to upload any PII.
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.
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
DataGrail uses the Personal Data Categories on the associated Inventory System Report for each integration to determine what categories to select on the Privacy Request. If an integration retrieves any data, all configured Personal Data Categories will be selected on the Privacy Request.
Privacy Managers have the opportunity to review retrieved data, and can select/deselect any data categories manually through the UI.
Once all data categories have been reviewed, select Process Request to review the final confirmation email to the Data Subject and send the results. Access Categories requests will always move to the Closed: Responded state.
DataGrail Notifications: Request Status - Pending Action
Closed: Notifying Requester
In this state, the Data Subject will be only be notified of the relevant data categories you hold. The Data Subject will not receive any PII data files.
Email Templates: Access Categories Request Results
Closed: Responded
This state indicates the Data Subject has successfully received the Access Categories Request Results email.
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.