Accessing the Privacy Portal

Data subjects can access the Privacy Portal using a secure link that is provided whenever a member of your organization posts a public reply to the request. The link is not provided in the data subject request submission confirmation email. 

Note:

These steps only apply to standard DSAR privacy portals. For information on Trust Center portals for DSAR, see Adding a Privacy Requests Section.

To access the Privacy Portal

  1. When a data subject submits a request, the subject will receive a confirmation email. This email does not contain a link to access the Privacy Portal.
    Note:

    If you have enabled the Enable email verification setting, data subjects will be required to double opt-in and verify their email address before they receive a submission confirmation email. For more information about web form verification settings, see Enabling Web Form Verification Settings.


    Example of a submission confirmation email sent to a data subject that confirms their request was received but does not include a link to the Privacy Portal.
  2. When a Public response to the request is posted in the OneTrust app, the data subject will receive an email which provides a button that links to the portal.

    Example of a public response email sent to a data subject that includes a button linking to the Privacy Portal.
    Note:

    This link will work only if the request has not expired and the data subject’s access to the privacy portal has not expired.

    If the data subject's access has expired, you must grant them access to the request before leaving a public comment.

    For more information, see Revoking and Granting Access to a Request.

  3. Click the View request button to access the portal.

    The Request an access code screen appears.

  4. Enter the email address associated with the request and complete the Captcha field.

    Request an access code screen with fields to enter the email address associated with the request, complete a Captcha challenge, and proceed to receive a one-time access code.
  5. Click the Send button. An email will be sent to the provided email address containing a one-time password (OTP).

    Email sent to the data subject containing a one-time password (OTP) and instructions to use the code to access the Privacy Portal.
  6. Click Remember this device for 60 days to remain signed into the Privacy Portal on your device.
    Note:

    OneTrust assigns a device ID after the ReCaptcha and one-time password are validated. The device ID is securely stored as a JSON Web Token (JWT). For more information on how to configure device remembering, see Setting Up the Privacy Portal.

  7. Enter the OTP in the Enter access code field then click the Go to privacy portal button.

    The Request list screen appears.

  8. Click View details on the request tile.

    Request list screen in the Privacy Portal showing request tiles with a View details option for each request.
  9. In the Privacy Portal, the data subject can review previous correspondence about the request and respond to messages posted by your organization.

    Data subjects can also upload attachments with their comments for identity verification and other processing requirements. These attachments will be available to download in the Attachments block.


    Privacy Portal request details screen showing previous correspondence, a reply field for the data subject, and an Attachments block where uploaded files can be viewed and downloaded.
  10. When a data subject replies to a message in the portal, the request approver will receive a notification that the data subject has responded and can view the activity in the Data subject request details screen.

    Data subject request details screen in the OneTrust app showing a request timeline and correspondence between the data subject and the organization.