Draft the notification to the regulator and send it for approval

Steps

1. 1

   Open the breach's notifications page

   In the Breach Log, select View on the breach. In the window, scroll to Notifications and select Open notifications. The notices have their own full-width page, with the regulator's notice and the notice to the people affected side by side.

   • Select Open notifications
2. 2

   Read who the regulator is

   The grey box names the regulator for your entity, the articles of the law that require the report, and how the report can be delivered. For this entity the regulator is the UAE Data Office. ComplianceOS does not file anything for you: it prepares each notice as a document that you deliver yourself.

3. 3

   See the two notices side by side

   On the left is Notification to the regulator. On the right is Notice to affected data subjects, the people the data is about. Both say Not drafted yet. This lesson prepares the regulator's notice, and the next one prepares the other.

4. 4

   Select Draft from the breach record

   Under Notification to the regulator, select Draft from the breach record. The notice is built from what you logged and is marked Draft, version 1. Each section has its heading in English and Arabic.

   • Select Draft from the breach record
5. 5

   Check the dates

   Scroll to the section headed Dates. The time of detection is shown in United Arab Emirates time, and says so, so that the regulator reads the same time that you logged.

6. 6

   Select Edit

   Go to the buttons under the text and select Edit. Every section of the notice opens in its own box. Sections marked with a star must be filled in before the notice can be saved.

   • Select Edit
7. 7

   Complete the data protection officer section

   The draft says that no data protection officer is recorded for the entity. Replace that line with the name and contact details of the person the regulator should speak to. Then select Save.

   • Type Data protection officer / مسؤول حماية البيانات: Sara Ahmed, Data Protection Officer, privacy@meridiansouq.example.com
   • Select Save

   

8. 8

   Know what Re-draft does

   Re-draft replaces the whole text with a fresh draft from the current breach record. Use it after you have updated the breach itself. Do not select it now, because it would remove the edit you just made.

9. 9

   Download the notice as a PDF in English

   Select PDF, EN, to download the notice as an English document. Read it through before it goes for approval. This is the file you will deliver to the regulator.

   • Select PDF (EN)
10. 10

    Download the Arabic PDF and read the warning

    Select PDF, AR, for the Arabic document. Its headings are in Arabic, but the text of this notice came from the breach record in English. The note beside the buttons warns that the text has not been translated, and the Arabic PDF says the same on its first line.

    • Select PDF (AR)
11. 11

    Download the data file

    Select JSON to download the same notice as a data file, for a regulator portal or another system that accepts structured data.

    • Select JSON
12. 12

    Select Submit for approval

    Select Submit for approval. The notice changes to Awaiting approval, and Withdraw appears in case you need to take it back. A note says that someone else has to approve it, because you prepared it.

    • Select Submit for approval
13. 13

    Open the History

    Select History at the bottom of the notice. It lists each event with the time and the person: Drafted from the breach record, Edited, and Submitted for approval. Later it will also show the approval and the sending.

    • Select History (3)