Managing Data Subjects

You can view high-level details for a data subject, such as the organization to which the data subject belongs, the identifier type, the total number of transactions, and the date and time of the last consent transaction, on the Profiles screen.

The following options are also available in the upper right-hand corner of the Profiles screen:

Click the View activity button to view the history of data subjects' deletion for audit purposes. Deletion of data subjects display on this screen along with the user responsible for the deletion and the date and time at which the deletion was made.
Click the Create data subject button to create a new data subject. In addition, you can add consent records on behalf of the data subject that you are creating and optionally add data elements to it.

Note:
For more information, see Creating Data Subjects.
View the current percentage and number of data subjects in use in the platform on the License utilization gauge. The gauge represents a total count of data subjects across your entire tenant. Filters you apply on this screen will not change this metric.

If the loading bar is fully shaded, your license has reached its maximum number of data subjects. You can contact your OneTrust sales representative to upgrade your license. Unlimited licenses display no maximum.

From the Profiles screen, you can access the respective Data subject details screen for a specific data subject for a more in-depth look into the consent captured for that data subject. On the Data subject details screen, you can also manage data subject identifiers to associate additional identifiers with a single data subject.

To view a data subject

On the Universal Consent & Preference Management menu, select Data subjects > Profiles. The Profiles screen appears.
Click the link in the Data subject column to view and manage details about a data subject and their associated consent transactions. The Data subject details screen appears and is divided into the following five tabs: Profile | Purposes | Receipts | Notices | User Activity.

Profile Tab

You can find details on the data subject, such as the data subject identifier, the purposes consented to, transaction history, linked identities, and related data elements on the Profile tab. The Profile tab is divided into multiple different sections to help you easily locate the desired information.


Section	Description
Profile overview	Displays all data subject identifiers related to the data subject as well as the preferred language of the data subject.
Data subject token	Displays the token ID for the data subject and the Create magic link button. For more information, see To create a magic link for a data subject
Purposes	Details the total number of purposes as well as a break down of current consent statuses.
Transaction history	Displays the total number of transactions as well as the date and time for the first and last transaction for the data subject.
Linked identity groups where this is the primary identifier	Displays linked identity groups for which the selected data subject identifier is set as the primary identifier.
Other primary identifiers this is linked to	Displays additional linked identity groups to which the selected data subject identifier belongs.
Latest geolocation	Displays the country, state, and state name for the last location of the data subject when giving consent to a purpose configured with the Enable geolocation tracking for this purpose setting. Note: For more information, see Configuring Geolocation Capture.
Data elements	Displays the data element information captured for the data subject. Data element values can be managed in this section. For more information, see To manage data elements for a data subject.

To manage identifiers for a data subject

You can manually add, edit, or remove additional identifiers for a data subject from the Data subject details screen. The maximum length for a data subject token is 50 characters.

The following procedure can be used to add new data subject identifiers that do not already exist in the OneTrust platform.

On the Universal Consent & Preference Management menu, select Data subjects > Profiles. The Data subjects screen appears.
Click the link in the Data subject column for the data subject you want to modify. The Profile tab on the Data subject details screen appears.
In the Profile overview section, click the Edit icon. The Edit identifiers modal appears.
Modify the data subject identifiers as needed.
- Click the Add icon to add an identifier and enter the identifier value.
  
  Note:
  Multiple identifier values for the same data subject identifier type are supported.
- Click the Delete icon to remove an identifier from the data subject.
Click the Save button. Once processed, the Data subject details screen can be refreshed to view the changes.

Note:
If the Merge data subjects modal appears after clicking the Save button, a data subject identifier you added already exists within the platform. If you want to merge existing data subjects into a single data subject profile, see Merging Data Subjects.

To create a magic link for a data subject

You can use the Data subject token section to view a data subject's token ID and create a magic link. The following procedure can be used to preview and retrieve the magic link directly from the Data subject details screen.

On the Universal Consent & Preference Management menu, select Data subjects > Profiles. The Data subjects screen appears.
Click the link in the Data subject column for the data subject you want to view. The Profile tab on the Data subject details screen appears.
In the Data subject token section, click the Create magic link button. The Create magic link modal appears.
Select a preference center or a Trust Center from the list.
Copy the generated magic link and paste it on a new tab of your browser.
Click the Close button.

To manage data elements for a data subject

On the Universal Consent & Preference Management menu, select Data subjects > Profiles. The Data subjects screen appears.
Click the link in the Data subject column for the data subject you want to modify. The Profile tab on the Data subject details screen appears.
In the Data elements section, click the Edit icon. The Edit data elements modal appears.
Modify the data elements, as needed.
- Click the Add icon to add a data element and enter the data element value.
- Edit the Value field of an existing data element, as needed.
In the Reason field, provide a reason for the changes, as needed.
Click the Save button.

Purposes Tab

You can view the consent stored for the data subject against a defined purpose of processing on the Purposes tab on the Data subject details screen. This tab can be used to manually modify consent on behalf of a data subject who has communicated a change in preferences through analog means.

Note:

For more information, see Managing Consent on Behalf of a Data Subject.

Click the Transactions link in the Purpose summary section for the purpose you want to view. The Transactions summary pane appears showing a summary of details for all purpose transactions.

Total Purposes and Purpose Status Chart Reference

Field: Description
Total number of purposes: Details the total number of purposes as well as the date and time for the last transaction of the data subject.
Consent strings: Displays the encoded data subject's consent choices. For more information, see Connecting CMP Preferences with Universal Consent & Preference Management Profiles, Configuring the Global Privacy Platform Settings, and IAB TCF 2.2: Detailed Overview and FAQ.
How has this person consented to our purposes?: Displays a bar chart with a break down of the data subject's current consent statuses.

Date Timestamp Field Reference

Field

Description

First Transaction

Earliest date when a purpose transaction was generated in OneTrust for the data subject.

Last Transaction

Latest date when a purpose transaction was generated in OneTrust for the data subject.

Consent Date

Latest date of data subject consent against the purpose.

Last Interaction Date

Latest date of data subject interaction against a purpose or data element. This can be used as a historical date when backdating receipts.

For more information, see Implementing the Collection Point with REST API.

Double Opt-in Activation Date

Latest date when the data subject provided double opt in confirmation.

For more information, see Configuring Double Opt-In for a Collection Point.

Withdraw Date

Latest date when the data subject withdrew consent to the purpose.

Expiry Date

Latest date when the data subject consent to the purpose expired.

Last Updated Date

Latest date when there is any change to the data subject profile, for example, a purpose preference selection change, purpose status or version change, or a data element update.

Geolocation Reference

Field: Description
Geolocation: Displays the country, state, and state name for the last location of the data subject when giving consent to a purpose configured with the Enable geolocation tracking for this purpose setting.

Note:
For more information, see Configuring Geolocation Capture.

Receipts Tab

You can view all consent receipts captured for the data subject on the Receipts tab. This tab provides details, such as the receipt ID, number of transactions, and interface, for each consent receipt.

Click the link in the Receipt column for the receipt you want to view. The Receipt summary pane appears showing a summary of details for the receipt.

To view additional information about an individual consent receipt, click the View more button. The Receipt details screen appears showing the corresponding receipt on Data Subjects > Receipts.

Notices Tab

You can view all the privacy notices linked to collection points that a data subject interacted with on the Notices tab. Links for both the related privacy notices and collection points are available on this tab to access additional details on both the specific version of the notice that was tied to the collection point and the collection point used to collect the data subject's consent. Linked purposes are also available on this screen, if applicable.

User Activity Tab

You can view the history of changes made to a data subject's consent for audit purposes using the User activity tab. Changes that a user has made to a data subject's consent preferences display on this screen along with the user responsible for the change and the date and time at which the change was made.

Consent & Preferences