Lesson 40 of 63

Journey D, part 7: A customer wants her data erased, and the public portal is not available

For: Data Protection OfficerAbout 3 min

What you will be able to do

One of the customers who received the breach notice no longer wants the company to hold her data. The usual route is the public request portal, where a person confirms a request with a code sent by e-mail. E-mail is not set up on this training system, so the portal cannot be switched on. In this short part the Data Protection Officer sees why, and what to do instead.

Before you start

  • You are signed in as a Data Protection Officer.
  • On a live system, your administrator sets up outbound e-mail before the portal is opened.

Steps

  1. 1

    Open the Request portal section

    In Data Protection, select Request portal. The portal is a public page where anyone can make a privacy request to your company without a sign-in. The badge at the right shows Off.

    • Select Request portal
  2. 2

    Read why the portal cannot be live

    A red note explains: the portal cannot be live because outbound e-mail is not configured. A visitor proves who they are with a verification code, and that code is sent by e-mail only. The switch, Portal is open to the public, is greyed out. You can still prepare every other setting.

    The screen at step 2: Read why the portal cannot be live
  3. 3

    Note the public link for later

    Page address and Public link show where the portal will be once it is open. Meanwhile the customer has telephoned. A request made by telephone counts just the same. In the next part you log it by hand.

How to check it worked

The Request portal section shows Off, with a red note that the portal cannot be live until outbound e-mail is configured.

Common mistakes

  • Telling customers to use the portal before it is live. Check the badge at the top of the section first.
  • Waiting for e-mail to be set up before acting on a request. A request is valid however it reaches you.
  • Starting the clock from when you logged the request. It starts when the person asked.

Check your understanding

  1. 1. Why can the portal not be switched on here?

    1. A.The company has no customers
    2. B.A visitor confirms a request with a code sent by e-mail, and outbound e-mail is not configured
    3. C.The Data Protection Officer lacks the role
    Show answer

    Answer: B. A visitor confirms a request with a code sent by e-mail, and outbound e-mail is not configured

    The red note says so, and the switch stays off until e-mail is configured.

  2. 2. A customer telephones to ask for her data to be erased. What do you do?

    1. A.Ask her to wait for the portal
    2. B.Log the request by hand in DSRs, with the time she asked
    3. C.Nothing
    Show answer

    Answer: B. Log the request by hand in DSRs, with the time she asked

    Logging it by hand starts the clock from when she asked. The next part does exactly that.