Email Templates

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.

Go to your Email 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.

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

In templateVariable meaningExamples of replacing text
{{organizationName}}The name of your company or organization, as configured on here.Acme Corp
{{{baseUrl}}}The URL of your Privacy Center found by clicking "View Privacy Center" here.https://privacy.acme.com 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)
{{dataSubjectType}}The data subject type. This is the unique name given to identify the data subject, as configured here.customer
{{postCompileStatus}}The status of the request after the "Compiling" phase. This can be used to have different templates for long and short form Data Access requests.DOWNLOADABLE or VIEW_CATEGORIES
{{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
{{downloadAvailabilityDuration}}For the email template used for notifying the data subject about the number of days that their access request will be available.30
{{country}}The country associated with the privacy request.US
{{countrySubDivision}}The sub-division associated with the privacy request.US-CA

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.

It's possible to leverage if/else statements in email templates for more complex logic. For example, the following email template can be used to add conditional text that shows up differently for long and short form data access requests.

Hi there, You've recently made a data subject request ({{type}}) to
{{organizationName}}. We will send you an email when the request is completed.
Visit our Privacy Center ({{baseUrl}}) to check the status of your request or
cancel it at any time.


{{#ifEqual postCompileStatus 'DOWNLOADABLE'}}
  This is expanded form
{{else}}
  This is not an expanded form
{{/ifEqual}}


{{#ifEqual postCompileStatus 'VIEW_CATEGORIES'}}
  This is short form
{{else}}
  This is not a short form
{{/ifEqual}}
Thanks!

This compiles to the following for a expanded form access request:

Hi there,


You've recently made a data subject request (download all my data) to Transcend. We will send you an email when the request is completed. Visit our Privacy Center (https://privacy.transcend.io/) to check the status of your request or cancel it at any time.


This is expanded form


This is not a short form


Thanks!

This compiles to the following for a short form access request:

Hi there,


You've recently made a data subject request (download all my data) to Transcend. We will send you an email when the request is completed. Visit our Privacy Center (https://privacy.transcend.io/) to check the status of your request or cancel it at any time.


This is not an expanded form


This is short form


Thanks!

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.

Go to Request Settings and click the edit icon on the DSR, then select your new template.

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.

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.

When none of your integrations 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.

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.

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.

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.

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.

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.

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