Access Requests

Introduction to Access Requests

Access requests provide the mean for data subjects to exercise their right to access information about the processing of their personal data (e.g. according to section 2, article 13 of GDPR Regulation).

The process enables to record access requests and to support their fulfilment.

Workflow

A new access request can be created using the Add New functionality and choosing "New Access Request".

A workflow enables to move access requests" in several statuses as shown in the following picture.

Access Requests workflow and statuses.

The following table explains the meaning of each status:

Status	Description
Default	A temporary status when the access request is initially created before the first save
Opened	An access request in this status is draft and it is not actioned.
Requested	An access request in this status is confirmed and it is waiting to be actioned.
In charge	In this status, the access request has been taken in charge and it is being actioned.
Cancelled	Access request cancelled. This is an end of life status.
Completed	In this status, all activities related to the access request were completed and closure is expected after confirmation.
Suspended	Activities concerning the access request are temporarily suspended, meaning no further status transitions are allowed.
Closed	In this status, all activities related to the access request are completed and confirmed. This is an end of life status, meaning no further status transitions are allowed.

Information

Access request records information are organized in four sections:

• Identification, where identification data of the access request are recorded,
• Ownership & Organization, containing the assignment of the key roles enabled to manage the access request;
• Access Request Details, with the details of the access request;
• Data Subject Details, with the details of the data subject issuing the access request;
• Data Subject Representative, containing the details of the representative of the data subject, if any.

Detailed information on the meaning and use of every field can be found by pointing the mouse on the (i) next to each field. This will activate a tooltip with a brief description of the field.

Additional information can be found in the secondary forms of the record: attachments, related items, messages and history. See How To for more information.

Privileges

Access request can be created by the users to whom the corresponding privilege is granted (see Users & Groups for more information on how to set this privilege).

The lifecycle of the access request is managed by the roles described in the table below. Groups are pre assigned to the roles according to the settings (see Settings for more information on how to set these defaults). Initial assignments can be modified according to privileges choosing among the enabled groups (see once again Settings for more information on how to enable groups).

Role	Description
DPO Group	Members of the group assigned to this role have full privileges. They can: transition records to any compatible status, update fields when possible, update data sources directly in record management.
Data Controller Group	Members of the group assigned to this role have view (read) privileges.
Data Processor Group	Members of the group assigned to this role have view (read) privileges.
Working Team	Members of this group have several privileges. They can manage the entire lifecycle, being enabled to: transition records to any compatible status, update fields when possible.
Audit Team	Members of the group assigned to this role have view (read) privileges.
Owner	This role can be assigned to a single user among members of the groups previously described. The Owner has several privileges: transition to any compatible status, update fields when possible.

Warning and alerts

TBC

Reports

The list of access requests can be filtered and exported to excel format from the view Access Requests.

Related processes

Access Requests can be related to processing activities.