Setting Up the Privacy Portal

The Privacy Portal is how data subjects and consumers can view their requests and interact with your organization's privacy team. 

You can set the number of days after a request is completed during which the data subject can continue to access the request. Once that period has expired, the data subject no longer has access to the request through the data subject portal.

Note:

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

To set up Privacy Portal Settings

  1. On the Privacy Rights Automation menu, select Settings. The Global Settings appears.

  2. Click Portal Access. The Privacy Portal Settings screen appears.

  3. Update the settings, as necessary. For more information see Privacy Portal Settings Screen Reference.
  4. Click the Save button.

Privacy Portal Settings Screen Reference



Field
Description
Set Portal Access to Expire

Enable this setting to limit access to the portal for a certain number of days after completion of the request.

Days Data subject can Access Request.

Enter the number of days the subject can access the request.

Prevent Comments on Completed Requests

Enable this setting to prevent the requester from making comments on completed, rejected, closed, or expired in the privacy portal.

Show Request Current Stage in Portal

Enable to display the stage of the request in the privacy portal.

Enable Password Reset

Enable this setting to allow data subjects to request a new password to access the Privacy Portal, which only applies if the portal password is enabled.

Request to reset a password will be emailed to the approver of the request.

Note:

Only applicable if Multi-Factor Authentication is enabled within the Workflow Details screen.

Allow Consumer to Stay Signed In on Device

Enable this setting to have the system remember a consumer when they log into the Privacy Portal. This will allow consumers to access the Privacy Portal without having to request a new access code each time.

Number of Days to Remain Signed In

Enter up to 60 days that a consumer can choose to stay signed into the Privacy Portal.

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).

To customize the Privacy Portal footer

You can provide custom text in the portal footer, which may include a link to your privacy policy.

Note:

Things to Know

  • Footers configured in the root organization appear in all children organizations

  • Footer language can be translated into the supported portal languages

  1. On the Privacy Rights Automation menu, select Settings. The Global Settings appears.

  2. Click Portal Footer Customization. The Portal Footer Customization screen appears.

  3. Use the text editor to compose your portal footer message.


  4. Click the Save button.

To enable languages for the Privacy Portal

You can enable languages currently offered by OneTrust in Global Settings that will be supported in the Privacy Portal for data subject selection.

  1. On the Privacy Rights Automation menu, select Settings. The Global Settings appears.

  2. Click Portal Language. The Portal Language screen appears.

  3. Enable the languages you want to make available in the Privacy Portal for data subjects to select as their preferred language.
    Note:

    In the event that a data subject selects their desired language preference on the web form and that same language is not enabled here in Global Settings, then the Privacy Portal language will default to English (US).



  4. Click the Save button.