Data Subject Rights Management¶

The Rights section is your operational hub for handling Data Subject Rights requests—from initial intake through fulfillment and archival.

Rights Dashboard Overview¶

Current Status¶

At a glance, see the current state of all DSRR requests:

• Pending Requests — Awaiting your action
• In Progress — Being processed
• Overdue — Past deadline (needs escalation)
• Completed This Period — Fulfilled requests

Request Volume¶

• Total received (period)
• By type (Access, Deletion, Rectification, Restriction, Portability, Objection, Automated Decision-Making)
• By regulation (GDPR, CCPA, etc.)
• Average response time

Intake DSRR Requests¶

Create New Request¶

Click + New Request:

1. Customer Information
2. Email address
3. Full name (optional)
4. Customer ID (optional)

5. Preferred contact method

6. Request Details

7. Type (Access, Deletion, Rectification, Restriction, Portability, Objection, Automated Decision-Making)
8. Request notes or customer message

9. Received date/time

10. Submit

11. Dxtra auto-sets deadline based on regulation
12. Sends acknowledgment to customer (optional)
13. Creates audit log entry

Bulk Import¶

Upload multiple requests via CSV:

1. Click Bulk Import
2. Upload CSV with columns: email, type, name, notes
3. Review and confirm
4. Dxtra creates all requests

Manage Requests¶

View Request Details¶

Click any request to see:

• Customer — Email, name, ID, contact info
• Request — Type, submission date, deadline
• Status — Current stage (Received, Verified, In Progress, Completed, etc.)
• Timeline — All actions and notes
• Audit Trail — Who did what and when

Update Status¶

Move request through workflow:

1. Received → Initial submission
2. Identity Verified → Confirmed customer identity
3. Data Collection → Gathering customer data
4. Review → Privacy officer reviews completeness
5. Response Sent → Delivered to customer
6. Completed → Marked done

Each status change is timestamped and logged.

Add Notes & Attachments¶

Document everything:

• Notes — Internal discussion, decisions made
• Attachments — Scan of ID for identity verification, copies of customer email, etc.
• Tags — Custom tags for organization (urgent, escalated, etc.)

Data Collection¶

Retrieve Customer Data¶

For access requests, gather data from connected systems:

1. Click Collect Data
2. Select data sources to query:
3. Salesforce CRM
4. Shopify Store
5. Mailchimp Email
6. Stripe Payments
7. Google Analytics
8. Manual upload
9. Dxtra queries each system
10. Data appears in request

Review & Validate¶

Before sending to customer:

• Verify data is complete
• Check for any sensitive/redacted information needed
• Confirm all systems were checked
• No obvious gaps

Prepare Export¶

Choose export format:

• CSV — Spreadsheet format
• JSON — Structured data
• PDF — Human-readable report
• ZIP — Multiple files together

Add cover letter explaining what's included.

Execute Deletions¶

For deletion requests:

1. Verify Scope — What to delete?
2. Account & profile
3. Order/transaction history
4. Communications
5. Analytics data

6. Keep legal/tax records?

7. Execute — Dxtra deletes from all systems

8. Deletion logged with timestamp
9. Audit trail of what was deleted

10. Confirms deletion completed

11. Confirm — Send confirmation to customer

Track Deadlines¶

Deadline Monitoring¶

The system displays deadline for each request with automatic color coding to help prioritize work:

• Green: Plenty of time (>7 days)
• Yellow: Approaching deadline (1-7 days)
• Red: Urgent (<1 day)

Days remaining countdown shows how much time you have to respond.

Escalation¶

Automatic alerts when:

• 7 days before deadline
• 3 days before
• 1 day before
• Overdue

Assign to priority queue for urgent requests.

Compliance Reports¶

DSRR Report¶

Generate report showing:

• Total requests received
• By type (Access, Deletion, Rectification, Restriction, Portability, Objection, Automated Decision-Making)
• By regulation (GDPR, CCPA, etc.)
• Response time statistics
• On-time completion rate
• Any overdue requests

Export for:

• Executive reporting
• Audit documentation
• Regulatory inspection
• Annual compliance review

Audit Trail¶

Complete record of all actions:

• When request received
• Who did what and when
• Data collected/deleted
• Customer communications
• Verification methods
• Completion date

Export for auditors and regulators.

Batch Operations¶

Bulk Actions¶

Select multiple requests:

• Mark as completed
• Add tags
• Change status
• Download data
• Export records

Perform action on all selected requests.

Search & Filter¶

Find requests quickly:

• By email/name
• By status
• By request type
• By regulation
• By deadline (approaching, overdue)
• By owner/assignee

Customer Communication¶

Send Messages¶

Communicate with customer directly:

• Email — Send via Dxtra or your system
• In-app — If using customer portal
• Portal — Share secure link for customer to download data

Track all communications in request timeline.

Pre-built Templates¶

• Acknowledgment — "We received your request"
• Pending Verification — "We need to verify your identity"
• Ready for Pickup — "Your data export is ready"
• Completion — "Your request is complete"
• Cannot Fulfill — "We cannot fulfill part of your request because..."

Customize templates for your company.

Integration with Workflow¶

Assign to Team Members¶

Assign requests to:

• Privacy Officer (for review)
• Data Engineer (for data retrieval)
• Support (for customer communication)
• Legal (for decisions on difficult requests)

Track who's working on what.

Notifications¶

Get notified when:

• New request submitted
• Assigned to you
• Awaiting your action
• Deadline approaching
• Overdue