Set up the public request portal: every setting

Steps

1. 1

   Open Data Protection and select Request portal

   In Data Protection, select Request portal. The first card, Public request portal, controls a public page where people make a data subject request: a request from a person about the personal data you hold on them. The card shows Off.

   • Select Request portal
2. 2

   Switch on Portal is open to the public

   Select the switch Portal is open to the public. Nothing is public until you save at the end. A request only reaches your team after the person confirms their email address with a one-time code.

   • Select Portal is open to the public
3. 3

   Check the page address and copy the public link

   Page address is the last part of the public link. ComplianceOS suggests one from the entity name. Public link shows the full address. Select the Copy link button beside it to copy the link, ready to paste into your website or privacy notice.

   • Select Copy link
4. 4

   Choose the requests you offer and which need ID

   Under Requests offered, each row is a right people have under the law, with its legal basis. Leave Offered ticked for every request you accept online. Tick Needs ID document for Delete my data, so that anyone asking for deletion must upload a copy of their Emirates ID or passport.

   • Select Needs ID document: Delete my data
5. 5

   Decide whether to accept requests from agents

   Below the table is the switch Accept requests from authorised agents, which is on as standard. An agent is someone acting for the person, such as a lawyer or a family member, who must describe their authority and upload proof of it. Leave it on, or switch it off if you only deal with the person directly.

6. 6

   Enter the name shown in English and Arabic

   Under Page content and branding, type the name people know you by in Name shown, English, and again in Name shown, Arabic. If you leave these empty the entity's registered name is used.

   • Type Name shown (English): Meridian Souq
   • Type Name shown (Arabic): ميريديان سوق
7. 7

   Choose the language the page opens in

   Open Language the page opens in. There are three choices: The visitor's browser language, English and Arabic. Keep The visitor's browser language, so each visitor first sees the page in the language of their own phone or computer. A visitor can always switch on the page.

   • Select The visitor's browser language
   • Choose The visitor's browser language

   

8. 8

   Write the introduction in both languages

   In Introduction, English, write two short sentences that tell people what the form is for. Write the same in Introduction, Arabic. The introduction appears under the page heading.

   • Type Introduction (English): Use this form to ask what personal data we hold about you, or to have…
   • Type Introduction (Arabic): استخدم هذا النموذج لمعرفة البيانات الشخصية التي نحتفظ بها عنك أو لطلب…
9. 9

   Add the privacy notice link and check the branding switch

   In Privacy notice link, enter the web address of your published privacy notice. It must start with https. The switch below it, Use the organisation's logo and colour, puts your logo and colour from the branding settings on the public page. Leave it as it is.

   • Type Privacy notice link: https://www.meridiansouq.example/privacy
10. 10

    Review the verification and abuse limits

    The first four boxes under Verification, abuse limits and retention protect the page from misuse. They set how many minutes the emailed code is valid, how many wrong codes lock an attempt, how many requests one network may send in an hour, and how many one email address may send in a day. The standard values suit most organisations.

11. 11

    Set how long uploaded documents are kept

    The next four boxes deal with documents and downloads: the hours a requester has to upload a document, the days an uploaded document is kept after the request closes, the days a download link stays valid, and how many times a released file can be downloaded. In Delete documents after close, enter 90 to match a ninety day policy.

    • Type Delete documents after close (days): 90
12. 12

    Set the acknowledgement email

    Acknowledgement email is the message a requester receives, in both languages, once their request is logged. A field left empty uses the standard text shown in grey, and the words in curly brackets, such as reference and due date, are filled in for each request. Here, type your own subject in English and in Arabic and leave both messages on the standard text.

    • Type Subject (English): Meridian Souq has received your privacy request {reference}
    • Type Subject (Arabic): استلمت ميريديان سوق طلب الخصوصية الخاص بك {reference}
13. 13

    Select Save portal settings

    Select Save portal settings. A message confirms the settings are saved, and the card at the top now shows Live. The public link works from this moment.

    • Select Save portal settings