Here’s what you need to know about getting started with handling Data Subject Requests (DSRs) using MineOS.
Before getting started: Make sure your systems are in place!
There are 4 steps to consider when setting up DSR Handling. Click on each to learn more.
1. Configure Privacy Center and Requests
There are multiple ways to receive incoming requests. To get started with DSR Handling, you must first configure requests to have at least 1 request to handle. Here's how:
- Set up channels
- Add request types
- Add requests manually
Channels
There are four different channels to choose from when setting up incoming requests:
- Privacy Center: Allow your users' to submit privacy requests through a form directly accessible via your website.
- Connect to Mine: Connect to the Mine app to import requests submitted via Mine and to receive Mine requests on your MineOS Portal.
- Email Forwarding: Forward requests from your company's privacy inbox to your MineOS account.
- Toll free number: Put data subject requests received from users or customers over the phone into MineOS.
Add Request Types
Before configuring responses, It is important to decide which request types you’d like to enable in your DSR Handling:
- Deletion
- Copy
- Do Not Sell
- Do Not Mail
- Right to Edit
Learn how to add custom or additional data rights here.
Add Requests Manually
You can also add requests to your inbox manually. To learn how, click here.
2. Configure Responses
The next step in DSR Handling is to setup your responses to subjects. Send predefined email templates and establish automated rules to streamline the sending of relevant responses to the subjects of your privacy requests.
Templates
There are several template types depending on the enabled request types in your Portal. Once enabled, every request which meets the template's criteria will receive the template's automatic response.
There are three template types:
- Completion reply
- Cancellation reply
- Rejection reply
Each template is customizable for every request type you enabled (Deletion, copy, do not sell, etc). Learn more about templates here.
3. Process Requests
Processing DSRs in MineOS starts with using our email technology to more easily and automatically verify the subjects of your requests. Then, there are two primary request handling flows:
Upon closing, you can also redact requests. Learn how here.
4. Setting up Workflows
What are workflows?
Workflows are the operational templates used to handle incoming DSRs from reception to completion. Assign a workflow to each data source you plan to use in request handling.
There are three different workflows to choose from:
- Manual Handling: Handle DSRs the traditional way, by going into systems and deleting data, and update your progress and handle communications with the subject via MineOS.
- Integrations: Integrate a data source that appears in your Data Subject Requests with MineOS, in order to automatically handle requests involving the system as they're received. This is best for systems with sensitive and/or large quantities of data.
- Assign a Coworker: This workflow is best for systems that fall under a coworker's domain or responsibility. When a relevant DSR comes in, coworkers responsible for systems included in the request are pinged via email, and after fulfilling their part of the request, update via MineOS.
To learn more about how to set up workflows, click here.
If you have questions about how the DSR Handling process, write us at portal@saymine.com, and we'll be happy to help!🙂