Privacy Portal FAQ
The following responses are supported solutions to frequently asked questions (FAQ) about the OneTrust Privacy Portal. The OneTrust documentation team continuously monitors these inquiries and will make additional FAQ available as they are identified.
How do data subjects access 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. For more information, see Accessing the Privacy Portal and Accessing the Privacy Portal via Multi-Factor Authentication.
Is it possible to create exceptions for the Privacy Portal one-time password for particular requests or data subjects?
No. One-time passwords are enabled for all requests and data subjects accessing the Privacy Portal.
Does OneTrust allow data subjects to remain signed into the portal?
Yes, there is a setting option in Global Settings to have OneTrust remember a user when they log into the portal for a configurable number of days. 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).
How long is a session active for the data subject?
The inactivity modal appears after 8 minutes of inactivity, with the session timing out after 10 minutes. Clicking Extend Session adds 10 more minutes to the session.
Can I customize the colors of the portal?
The portal will adopt the branding of the organization as defined in Global Settings.
How can I edit the details in the portal footer?
Navigate to and use the text editor to craft a custom footer. For more information, see Setting Up the Privacy Portal.
How do I enable language options for the portal?
Navigate to and enable each of the languages you want to make available in the portal.
How do I maintain a consistent language experience between the web form and the portal?
The Privacy Portal will populate in whichever language the data subject selected as their preferred language on the web form (given their language selection is also enabled in Global Settings). They can choose their preferred language in the Privacy Portal by selecting from the drop-down options.
Why isn't the target web form language translation carrying over to the portal?
In the event that a data subject selects their desired language preference on the web form and that same language is not enabled for the portal in Global Settings, then the Privacy Portal language will default to English (US). If a certain field or value does not have an available translation in their preferred language, the system will also default to English (U.S.).
What type of comments are visible to data subjects in the portal?
Public comments and automated comments can be seen by data subjects in the portal.
Can we update the messaging that the consumer receives when a request is marked as closed/complete/rejected?
No, this is currently not supported.
Does the Privacy Portal use business days or calendar days?
Calendar days. Under GDPR and ICO guidance, requests must be completed in calendar days, not business days.
Can I change the date format that displays on the Privacy Portal?
No, the date format on the Privacy Portal cannot be changed. The default format is MM/DD/YYYY.
How do I leverage the Trust Center for my Privacy Portal?
For more information on the using the Trust Center to process data subject requests, see Adding a Privacy Requests Section.