Lesson 17 of 31

Deliver the approved notices and record them as sent

For: Data Protection OfficerAbout 6 min

What you will be able to do

This lesson is for the Data Protection Officer. Once both notices are approved, you will download the final documents, deliver them outside ComplianceOS, record when and how each was sent, and see the breach, its deadline clock and the Reported to regulator tile update.

Before you start

  • Both notices are approved, as in lesson sixteen.
  • You have delivered, or are about to deliver, the regulator's notice through the channel the regulator accepts.

Steps

  1. 1

    Open the notifications page

    In the Breach Log, select View on the breach and then Open notifications. Both notices show Approved, not sent, and each now has a Mark as sent button.

  2. 2

    Download the approved regulator notice

    On the regulator notice, select PDF, EN, to download the approved document. Deliver it to the regulator yourself, through the channel the regulator accepts. ComplianceOS does not file it for you.

    • Select PDF (EN)
  3. 3

    Select Mark as sent on the regulator notice

    When the notice has been delivered, select Mark as sent. The window asks when it was sent, how, and for an optional reference.

    • Select Mark as sent
  4. 4

    Record when and how it was sent

    Sent on starts with the current date and time. Change it to when you actually delivered the notice, here one hour ago. Under How it was sent, describe the channel. Under Reference, enter any receipt number the regulator gave you. Then select Mark as sent.

    • Type Sent on *: 2026-10-13T04:55
    • Type How it was sent *: Email to the UAE Data Office
    • Type Reference (optional): Receipt ACK-2026-0412
    • Select Mark as sent
  5. 5

    Check the regulator notice

    The regulator notice now shows Sent, with a line giving the date, the channel and the reference. It can no longer be edited.

  6. 6

    Look at the ways to reach the people affected

    On the notice to affected data subjects, Email the notice would e-mail each listed recipient in their own language. This environment has no e-mail set up, as the amber line says, so the notice goes out another way. Do not select Email the notice.

    The screen at step 6: Look at the ways to reach the people affected
  7. 7

    Download the notice for the customers

    Select PDF, AR, to download the Arabic notice, and PDF, EN, for the English one. Together with the recipient list you downloaded earlier, this is what you need to send the notice by letter or text message.

    • Select PDF (AR)
    • Select PDF (EN)
  8. 8

    Mark the customer notice as sent

    When the customers have been told, select Mark as sent on their notice. Set Sent on, describe how it was sent, and select Mark as sent.

    • Select Mark as sent
    • Type How it was sent *: Text message with a link, and a letter to each address
    • Select Mark as sent
  9. 9

    Go back to the Breach Log

    Select Back to breaches at the top. The breach's status is now Reported to regulator, and the Regulator report due column shows Reported in place of the countdown.

    • Select Back to breaches
  10. 10

    Check the Reported to regulator tile

    The Reported to regulator tile now shows one, and Regulator reports overdue stays at zero. The same figures appear in the Programme metrics card at the top of Data Protection.

  11. 11

    Open the breach to see the recorded dates

    Select View on the breach. The detail now shows when the regulator was told, the regulator's reference, and that the affected data subjects have been notified. When the investigation is finished, use Update to set the status to Closed.

How to check it worked

Both notices show Sent with the date, the channel and the reference. In the Breach Log the breach shows Reported in place of the countdown, its status is Reported to regulator, and the Reported to regulator tile shows one.

Common mistakes

  • Marking a notice as sent before it has gone. Mark as sent is your record of a real delivery. It stops the deadline clock, so it must be true.
  • Leaving Sent on at the time you are typing. It starts with the current time. Change it to when the notice was actually delivered. A future time is refused.
  • Editing an approved notice just before sending. Saving any change sends the notice back to draft, and it needs approval again.

Check your understanding

  1. 1. What does Mark as sent on the regulator notice do to the breach?

    1. A.Nothing
    2. B.It fills the date the regulator was notified and the reference, and the countdown is replaced by Reported
    3. C.It closes the breach
    4. D.It e-mails the regulator
    Show answer

    Answer: B. It fills the date the regulator was notified and the reference, and the countdown is replaced by Reported

    Recording the notice as sent fills the breach's regulator notification date and reference, and the Regulator report due column then shows Reported.

  2. 2. E-mail is not set up in your environment. How do you tell the affected customers?

    1. A.You cannot
    2. B.Download the notice and the recipient list, send it another way, then select Mark as sent
    3. C.Wait until e-mail is set up
    4. D.Ask the regulator to do it
    Show answer

    Answer: B. Download the notice and the recipient list, send it another way, then select Mark as sent

    The notice and the recipient list can both be downloaded. After sending by letter or text message, Mark as sent records when and how.