Email templates

Configure transactional email templates for the DSR fulfillment process

How will our customers receive communication? What will that look like?

As part of the DSR fulfillment process, Transcend sends transactional emails to the data subject. These include (a) confirming that a request was submitted, (b) email verification as part of two-step verification, (c) notification of a successful / unsuccessful DSR resolution.

While Transcend provides default templates, we encourage you to review them and make them your own.

Editing an email template

Go to your Template Settings → and scroll down to Templates. You may edit an existing template by clicking the pencil icon on the right-hand side of the row. You can also create a new template by clicking the + button on the top right.

Template variables

Anything in double curly braces {{variable}} will be replaced.

In template

Variable meaning

Examples of replacing text

{{organizationName}}

The name of your company or organization, as configured on here.

Acme Corp

{{type}}

The type of DSR. This is the Display Title of the Request Action, as configured here.

access
erase
do not sell my personal information
(etc)

{{daysRemaining}}

For the email template used for notifying the data subject that additional time is needed, this is the number of days in which the data subject should expect to receive the report.

28

{{{dataPractices}}}

Include the data practices that are displayed on your privacy center inline in the email. when used in the context of an ACCESS request, data collections that have data found will be highlighted.

Info you give us

Basic

  • Username ( data found)* - The public-facing display name of your account.
  • Password - Login password

{{ baseUrl }}

The URL to the root of your privacy center. If your privacy center has more than one language, this link will include the locale that the request was made in.

https://privacy.acme.com

OR

https://privacy.acme.com/fr-FR/

Note: the above email template variables are available when sending emails to and from the data subject. When using email templates to communicate with prompt a person to your vendors, please review the template variables here.

Manually sending an email

You can manually send an email to a data subject by selecting their request on the Incoming Requests → page, and selecting the "Messages" tab. From there, click the email icon. You can autofill the email with a template, edit the email if necessary, and hit send. The email will then appear in your Messages tab along with any other correspondence.

Changing templates for DSR workflows

Go to Settings -> Data Subject Requests and click the edit icon on the DSR, then select your new template.

Default Templates

We have pre-defined template types that are used at certain parts of the request lifecycle. You can set these templates to whatever you'd like and they will be triggered automatically when a request occurs.

New Request Receipt

When a data subject makes a new request, we will send them an email receipt indicating a request was made on their account. If the request has a delay configured, this email will include a way for the data subject to cancel their request.

No Report

When a request is sent to all data silos in your data map and none of them return data, this report will be the default response that is sent to the data subject. The report will not include a data download link.

Reminder to Open Report

We only hold around the data download URL for two weeks, after which we will remove the encrypted files we hold. If the data subject does not open their report after a week, we will send them this email as a reminder to download their data.

Additional Time Needed

When a request is approaching the 30 day mark without a successful response, this template can be used to notify the data subject that additional time is needed to complete their request.

Data Subject Canceled Request

The data subject has the opportunity to cancel an active request. If they do, this template will be sent as a receipt of cancelation. If a data subject makes two requests that are combined into one, this template is also used with the {{ isVerified }} variable set to true.

Request Canceled

If for some reason you cannot fulfill the request, this is the default message that will be sent to the data subject when the request is canceled.

Verification Failed

If the request required verification of identifiers and at least one of them was not verified in the allowed interval, this message will be sent to the primary email indicating the request was canceled because of failed verification.

Failed To Open Report

If the download link expires without being opened, this report is sent to the data subject.