Draft the notice to the people affected, in English and Arabic

Steps

1. 1

   Look at the subject notice template

   At the top right of Notifications, select Subject notice template. This is the wording used whenever a notice to data subjects is drafted. Leave a field blank to use the built-in text. The words in curly brackets are placeholders that are filled in from the breach. Select Cancel to leave it unchanged.

   • Select Subject notice template
   • Select Cancel
2. 2

   Select Draft from the breach record

   Under Notice to affected data subjects, select Draft from the breach record. The notice appears in English and, underneath, in Arabic. It says what happened, when it was found, what information was involved, what you are doing, what the reader can do and how to contact you.

   • Select Draft from the breach record
3. 3

   Read the Arabic check

   The facts of the incident were copied from the breach record in English, so the Arabic half still contains them, each under a marker in square brackets. The amber note explains the marker. Below it, the check lists every passage of the Arabic text that is still in Latin script: six of them.

4. 4

   Select Edit

   Select Edit under the text. The window has four boxes: the subject and the message, each in English and in Arabic. The word name in curly brackets is replaced with each recipient's name when the notice is e-mailed.

   • Select Edit
5. 5

   Add a contact address to the English message

   In Message, English, go to the end, where the text gives your company name under Contact us, and add the address that customers should write to.

   • Type Message (English) *: Dear {name}, We are writing to tell you about an incident at Meridian…
6. 6

   Replace the Arabic message with the translation

   In Message, Arabic, replace the text with the full translation, without the markers. Here one line is left in English on purpose: the three data categories, because that is how they are labelled on the customer's account page.

   • Type Message (Arabic) *: عزيزي/عزيزتي {name}، نكتب إليك لإبلاغك بحادثة وقعت لدى ميريديان سوق لل…

   

7. 7

   Select Save and read the check again

   Select Save. The preview shows the translated notice. The amber note about the marker has gone, and the check now lists one passage in Latin script: the line you kept in English. The approver will have to confirm that this is intended.

   • Select Save
8. 8

   Add the recipients

   Under Recipients, list the people whose e-mail address you know: one per line, as e-mail, name and language, where the language is en or ar. Then select Add. For a long list, select Upload CSV and choose a file in the same layout.

   • Type Add recipients: one per line, "email, name, language (en/ar)": huda.salim@example.com, Huda Salim, ar omar.nasser@example.com, Omar N…
   • Select Add
9. 9

   Check the recipient list

   Each recipient is listed with a delivery state, now Not sent yet. Anyone on your suppression list is skipped and shown as Suppressed. The bin removes a recipient, and Recipient list, CSV, downloads the list.

10. 10

    Download the recipient list

    Select Recipient list, CSV. You get a file of the recipients with their delivery states. Use it when you send the notice by letter or text message instead of e-mail.

    • Select Recipient list (CSV)
11. 11

    Download the notice in both languages

    Select PDF, EN, and then PDF, AR, to read the notice as the customer will. The note beside the buttons says that parts of the notice have not been translated into Arabic, and the Arabic PDF says so on its first line.

    • Select PDF (EN)
    • Select PDF (AR)
12. 12

    Select Submit for approval

    Select Submit for approval. The notice changes to Awaiting approval. Both notices are now with the approver, which is the next lesson.

    • Select Submit for approval