Email Templates

Each email that DataGrail sends out to data subjects is accessible within the platform as a customizable template. DataGrail provides default email templates that do not require edits, should you choose not to make immediate changes.

To review and edit email templates, select the Settings icon in the top right of your screen, and click Email Templates under Platform Settings.

The page displays a list of all active Email Templates being sent from the DataGrail platform.

Title	Description
Name	The name of the email template. Templates marked as "Default" are the standard template for that email reason.
Reason	The event or trigger that causes this email to be sent.
Applies To	The type of privacy request this template applies to (e.g., All Privacy Requests, Opt Out, Access, Direct Contact).
Status	The current state of the template — Draft, Published, or Ready to Republish.
Last Published	The timestamp of when the template was last published.

You can filter templates using the Reason, Applies To, Recipient, and Last Published dropdowns, or search by name.

Modifying Email Templates

To modify an email template, select it from the list. A drawer will open on the right with two sections:

About

The About section contains identifying information for the template. These fields help distinguish templates from one another, especially when multiple templates exist for the same reason.

Field	Description
Name	The display name of the template.
Reason	The trigger event for this template (e.g., Deadline Extended, Privacy Request Confirmed).
Description (optional)	A plain-language description of when and why this email is sent.

Content

The Content section is where you configure what the email looks like to the recipient. Use the language dropdown in the top right to switch between translated versions of the template.

Field	Description
Email Sender Name	The name that appears in the "From" field of the email.
Recipient	Who receives this email (e.g., Requester, Internal System Owner).
Subject	The email subject line. Dynamic variables can be inserted inline.
Status	The current state of the template — Draft, Published, or Ready to Republish.
Message	The body of the email, editable with a rich text editor that supports bold, italic, underline, lists, alignment, links, images, and dynamic variables.

You can also add hyperlinks and images (e.g., logo) by selecting the respective icons in the editor.

Once you are happy with your edits, click Save Changes.

Dynamic Variables

Dynamic variables appear as { } variable_name in the subject and message body. They are automatically populated with information from each privacy request. To insert a variable, use the { } menu in the editor toolbar or begin typing { } and a list of available variables will populate.

Click here for more information on available variables.

Duplicating Templates

You can duplicate any existing template to create variations for the same reason. This is useful when you need different versions of an email for specific use cases, audiences, or one-off communications.

To duplicate a template, click the ... menu on any template row and select Duplicate. The duplicate will be created as a Draft and can be edited independently of the original.

Setting a Default Template

Each reason can have one template marked as Default. The default template is the one automatically sent in all automated communications for that reason — it applies globally across all privacy requests.

To change which template is the default for a given reason, open the ... menu on the desired template and select Set as Default. The Default badge will move to that template.

Only One Default Template per Reason

Only one template per Reason can be set as the default at a time. In order for the default to update, you will need to Publish your changes.

Using Non-Default Templates

Published non-default templates for a given reason are available as selectable options when:

• Sending a one-off email from within the Wizard — when composing an email, you can choose from any published template for the relevant reason.
• Sending an email from within a single request — when manually sending an email on a specific privacy request, you can select any published template rather than being limited to the default.

This gives your team flexibility to use tailored messaging for specific situations without changing the globally applied default.

Publishing Changes

Saving a template moves it to Draft or Ready to Republish status — changes are not visible to users until they are published. To publish template changes:

1. Select Review and Publish in the top right corner of the Email Templates page.
2. A panel will appear listing all edited templates (up to 10 can be selected at a time).
3. Optionally, select Send Preview Email next to any template to verify it before publishing.
4. If any templates have outdated translations, a warning will appear. Select Regenerate Translations to update them before publishing, or Regenerate All Templates to update all at once.
5. Select Publish Changes to make the templates live.

Publishing Cannot Be Undone

Once changes are published, they cannot be unpublished. Send yourself a preview email to confirm everything looks correct before publishing.

Managing Languages

DataGrail can automatically generate translations of your email templates. To configure supported languages:

1. Select Manage Languages in the top right corner of the Email Templates page.
2. In the panel that opens, select the languages you want to support.
3. When a new language is added, translations are auto-generated from your English template text.
4. To switch between language versions when editing a template, use the language dropdown in the top right of the Content section. Select the target language, make your edits, and select Save Changes.
5. If a translation is outdated, click Regenerate Translations on the individual template or Regenerate All Outdated to refresh all affected translations. Outdated translations are flagged during the publishing review.

The workflow for customizing translated Email Templates is the same: just select the relevant translation, configure your changes, and select Save Template.

Available Dynamic Variables

The Dynamic Variables available for an email template depend on its type. Some templates may not support all variables.

Dynamic variables use the format {{variable_name}}.

Company Information

Available in all user-editable templates.

Dynamic Variable	Description
{{parent_company}}	Your company name.
{{link_parent_company}}	Your company website.
{{link_privacy_request}}	Your company's link to create a privacy request.
{{provider_name}}	Privacy Platform Provider name.
{{provider_website}}	Privacy Platform Provider URL.

Privacy Requests (All Types)

Available in all privacy request and opt-out templates.

Dynamic Variable	Description
{{requester_first_name}}	Requester's first name.
{{requester_full_name}}	Requester's full name.
{{requester_email}}	Requester's contact email.
{{due_date}}	Date the request must be completed by.
{{submitted_date}}	Date the request was submitted.
{{extension_days}}	Number of additional days the requester has to respond to a request.

Privacy Requests (DSR Only)

Available specifically for non-Opt Out Privacy Request templates.

Dynamic Variable	Description
{{request_uuid}}	Privacy request unique identifier.
{{request_privacy_right}}	Privacy right exercised for the request (e.g., Access, Deletion).
{{request_kind_with_article}}	Request type with article prefix (e.g., "an access", "a deletion").
{{data_subject_first_name}}	Data subject's primary name.
{{data_subject_full_name}}	Data subject's full name.
{{data_subject_email}}	Data subject's main identifier for the privacy request.
{{data_subject_phone_number}}	Data subject's phone number.
{{privacy_policy_name}}	Name of the Privacy Policy associated with the request.

Direct Contact

Available in Direct Contact templates.

Dynamic Variable	Description
{{direct_contact_name}}	Name given to the System by DataGrail User.
{{direct_contact_account_id}}	Direct contact's account ID, configured during connection (may be blank).
{{direct_contact_due_date}}	Direct contact's response deadline.
{{link_form}}	Link to the form that requires action.

Verification & Results

Available in verification and request results templates sent to data subjects.

Dynamic Variable	Description
{{link_verification}}	Link for the data subject to verify their identity.
{{link_results}}	Link to privacy request results.
{{access_categories}}	List of data categories found for a data subject.
{{third_party_disclosure_list}}	List of third-party services.