GDPR Email Templates

Use these email templates to answer your users when they make a right request.

SUBJECT:
Right to delete an online account
BODY:
On the [date of receipt], you asked us to delete your online account created and available on our website (url) and the following personal data stored in...
SUBJECT:
Right to erase data from a website
BODY:
On the [date of receipt], you asked us to delete the following personal data : (list here the information), on the following pages of our website : (list URLs)...
SUBJECT:
Right to access an access control system
BODY:
On the [date of receipt], you asked us if we detained any of your personal data in our access control system for the period from [start date] at [start time] to...
SUBJECT:
Right to access geolocation data
BODY:
On the [date of receipt], you asked us if we detained any of your personal data in our geolocation system for the period from [start date] at [start time] to...
SUBJECT:
Right to access video surveillance tapes
BODY:
On the [date of receipt], you asked us if you appeared in our video surveillance system for the [date of visit] from [start time] to [end time]...
SUBJECT:
Right to object to advertising
BODY:
On the [date of receipt], you asked us to remove your contact details from our advertisement campaigns and files (email and/or postal)...
SUBJECT:
Right to object
BODY:
On the [date of receipt], you notified us with your objection to the processing of your personal data. You justified this objection on...
SUBJECT:
Right to data portability
BODY:
On the [date of receipt], you asked us to extract your personal data in a structured, commonly used and machine-readable format and have them...
SUBJECT:
Right to restriction of processing
BODY:
On the [date of receipt], you asked us to restrict the processing activity concerning your following personal data : [list here the categories of personal...
SUBJECT:
Right to erasure
BODY:
On the [date of receipt], you asked us to delete the following personal data : [list here the information]. You justified this erasure on the motive that...
SUBJECT:
Right to rectification
BODY:
On the [date of receipt], you asked us to rectify information in our files that were inaccurate/incomplete : [list here the information]...
SUBJECT:
Right of access
BODY:
On the [date of receipt], you asked us if we had any data about you in our digital or paper files. Here is a copy in plain language of all such data...
SUBJECT:
Upon receipt of any right request
BODY:
We duly received your right request on the [date of receipt]. It concerns your [type of right] granted by the General Regulation on Data Protection (GDPR)...

What's a Right Request?

This is a request made by a data subject to obtain the exercise of one of his/her rights under the GDPR.

The GDPR does not specify how data subjects should make requests, whether it is verbally or in writing. They can also be made to any part of your organisation and do not have to be to a specific person or contact point, or to include as object "right request under the GDPR".

What's a Right of Access?

The right for a data subject to obtain from the controller the confirmation that data related to him/her are being processed, the purpose(s) for which they are processed, as well as the logic involved in any automated decision process concerning him or her.
This right also allows the data subject to receive communication in an intelligible form of the personal data processed.

What's a Right of Data Portability?

It’s the right for data subjects to receive personal data they have provided to a controller in a structured, commonly used and machine readable format. It also gives them the right to request that a controller transmits this data directly to another controller.

What's a Right of Erasure?

Data subjects have the right to have personal data erased from a system or a website. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances.

What's a Right to Object?

It’s the right for a data subject to object, on grounds relating to his or her particular situation, at any time to processing of personal data concerning him or her which is based on point (a) of Article 5(1), including profiling based on that provision.

The controller shall no longer process the personal data unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defense of legal claims.

What's a Right to Restriction of Processing?

It’s the marking of stored personal data with the aim of limiting their processing in the future.

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