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Data Subject Requests

In this guide, we will address how to store Data Subjects Requests in Formalize and how to enable external parties to file a Data Subject Request.

Overview
The Data Subject Requests section in Formalize helps your organization manage and respond to privacy related requests from individuals, such as data access or deletion. It allows you to structure how external parties submit requests, centralize incoming submissions, and ensure consistent communication with requesters. You can also link requests to other elements in the platform, like Processing Activities or Systems, and use dashboards to track and report on request handling.

How to configure Data Subject Requests

  1. Go to Settings > Data Privacy > Data Subject Requests.

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  1. Here you can configure different aspects of this module: 

    1. Form fields: These are the fields that will be visible for individuals submitting a data subject request through the public request form that you can generate in Formalize. 

    2. Internal fields: Used for internal tracking and processing. These fields will not be shown on the public request form.

      In both sections, you can add as many custom fields as needed. For more information, see our Custom Fields article.

    3. Notifications for new requests: Define who should be notified whenever a new data subject request is received.

    4. Connections: Connect two different elements together. For more, see our Connections article. 

The Data Subject Requests module

You can find the Data Subject Requests module on the side menu, under Privacy > Data Subject Requests.

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Here you can find:

  • Shareable link to provide to individuals who might need to submit a data subject request. You can f.ex. add it to your company website or share it through your preferred channels.

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  • List view of all your data subject requests. You can use the filters at the top of the page to narrow results based on information entered in specific fields.

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  • Graphics and statistics: You can create new widgets by clicking Add widget, or modify existing ones by hovering over the widget and selecting Edit.

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How to add Data Subject Requests

You can add a data subject request in two different ways:

Method 1: Manual

Use this method to register requests received through other channels (for example, email or phone) by entering them manually in the platform.

  1. Click Add Data Subject Request.

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  2. Fill in the required fields. These include Formalize’s default fields as well as any custom fields you have added under Settings > Data Privacy > Data Subject Requests > Form fields.

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  3. Click Save.

The data subject request is now registered. It consists of the following sections:

  • Request details: Displays the information you entered.

  • Messages: Allows you to communicate with the requester and attach files.

  • Toolbox: Located on the right-hand side, showing the current status of the request.

    • If you need to collect additional information for internal use only, you can add custom fields to your Toolbox section via Settings > Data Privacy > Data Subject Requests > Internal fields, as seen above on How to configure Data Subject Requests. 

  • Potential data: The Potential Data section displays systems based on the Subject category you choose. If for example “Employees” is selected, only systems tied to Processing Activities with “Employees” as the subject category will appear. This should help find all the information stored about the requester by pointing towards the systems where data for the selected subject category is stored.
  • Connections: see our Connections article. 

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Method 2: Via the Request Link

  • Copy the link and share it on your website or relevant internal channels.

  • You can also share the link using a QR code.

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  • By clicking the link, the requester will be directed to a page where they can submit a new data subject request or check the status of an existing one.

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All requests submitted through this link will:

  • Trigger notifications to the user configured in Settings > Data Privacy > Data Subject Requests > Notifications for new requests.

  • Appear automatically in the Data Subject Requests list view.

FAQ about Data Subject Requests

  1. How can I assign responsibilities for reviewing Data Subject Requests?

    For guidance on setting up users so you can assign responsibilities, check out the Responsible users and Roles article.

Maria

by María Amparo Soriano Varela, Customer Enablement Manager 

We hope this article was helpful!

If you need additional support, you are welcome to reach out with any questions by email, at support@formalize.com.