Answer an access request: search for the person's data, respond and close

Steps

1. 1

   Open the request from the DSRs list

   In Data Protection, select DSRs. Find your request, which shows In progress, and select View.

   • Select DSRs7 (7)
   • Select View: Tariq Al Nuaimi
2. 2

   Select Search under Find this person's data

   The panel Find this person's data searches every connected system for this person's records. Select Search. A form opens. The search always uses the email on the request, and you can add other identifiers.

   • Select Search
3. 3

   Add the identifiers you have

   There is a box for a phone number, an Emirates ID, a passport number, another national ID, a customer number and an employee number. Type the customer's mobile number in Phone. The tick box Also search by name finds more, but names match other people too, so those results are flagged for checking. Leave it unticked.

   • Type Phone: +971 50 555 0118
4. 4

   Select Search to run it

   Select Search. The search runs in the background and the panel shows Done when it has finished. Results show counts and table names only, never the records themselves.

   • Select Search
5. 5

   Read the search result

   The result line says how many tables the person was found in, out of how many were searched, and which identifiers were used. Here it is zero of zero, because this company has not connected any system yet, and a system entered on the Data map by hand is not searched. When a connected system does hold the person's records, each table is listed here with its count, and a Download data export button builds the copy to send them.

6. 6

   Select Update

   The data was gathered by the system owners and sent to the customer by secure email. Select Update at the bottom of the record to close the request.

   • Select Update
7. 7

   Set the status to Completed and write the response notes

   Open Status and choose Completed. In Response notes, write what you sent, how and when. These notes are your record of the answer.

   • Select In progress
   • Choose Completed
   • Type Response notes: Copy of loyalty profile and order history sent by encrypted email. No…

   

8. 8

   Select Save Changes to close the request

   Select Save Changes. The status becomes Completed and Time left shows Closed. Extend is no longer offered on this row and Void is greyed out, because a closed request is a record of what was done.

   • Select Save Changes
9. 9

   Select View to see the response on record

   Select View once more. The record now shows when it was completed, and your notes under Response and fulfilment notes.

   • Select View: Tariq Al Nuaimi
10. 10

    Check the notice to the requester

    Scroll to Notices to the requester. Completing the request created a Request completed notice, which shows who it is for and whether it was sent. Here it reads Sent, with the time it was sent. If a notice could not be delivered it reads Not sent, and Send again tries once more.

11. 11

    Select Message to read the notice

    Select Message on the notice. It opens the exact wording, in English and Arabic, built from the template you saved on the Request portal section. Select Close when you have read it.

    • Select Message
12. 12

    See the figures at the top change

    Scroll to the top of Data Protection. Under Data subject requests, Completed has gone up by one and Answered on time shows the share of completed requests that were closed before their due date.

13. 13

    Check My Actions

    Select My Actions in the main menu. The request has left your list, because it is closed. Completed, seven days, counts it as finished this week.

    • Select My Actions