Managing Copy Requests

Copy requests, or Right of Access requests, empower data subjects to view and obtain a portable copy of the personal data an organization holds about them.

How to manage copy requests

The privacy requests workflow includes the following stages:

• Review: Verify the requester's identity and jurisdiction before accepting the request.

• Process: Retrieve data automatically via integrations or upload files for manual sources, then click "Generate Copy" to create a secure download link.

• Reply: Send a final confirmation using a predefined template that automatically includes the user's data access link.

• Close: Finalize the ticket to archive a full audit log of all communications, timestamps, and data fulfillment activities.

To get started, first head to your Requests page.

Next, select an open request with the type "Copy". 

Stage 1 - Review

• Verify Identity: Confirm the requester's identity through automated MineOS flows, such as email verification, security questions, or photo ID uploads.

• Review Enriched Data: Evaluate additional context provided via your Privacy Center web form, including the user's Country of Residence, mobile number, or other custom data fields defined in your Privacy Center Settings.

Stage 2 - Process 

In the Process stage, MineOS aggregates user data by pulling automatically from integrated sources and allowing manual file uploads for non-integrated systems to generate a single, secure access report.

In order to collect data, there are two options:

• Automated Sources: MineOS automatically retrieves data from integrated sources within your tech stack. Click 'Collect data' to run the API integrations and collect data.

• Manual Sources: For sources without active integrations or those that don't support automated copying, you must manually gather the data.

MineOS supports a wide range of file formats for manual data uploads, including:

• Documents: .pdf, .pdf/a, .doc, .docx, .docm, .dotx, .txt, .text, text/plain

• Spreadsheets: .csv, .tsv, .xls, .xlsx, .xlsm

• Presentations: .ppt, .pptx, .pptm, .ppsx

• Images: .png, .jpg, .jpeg, .tiff

• Email & Data: .msg, .pst, .mbox, .mbx, .log

You can upload up to 20 files per manual integration, with a maximum size of 10MB per file.

Once all files have been collected, click 'Compile report' to generate the Copy report that will be sent out to the data subject.

Select "Preview report" to review the final copy report and verify exactly what the user will see before it is sent.

To edit the link, click "Edit report." This will bring you back to the Process stage, where you can uncheck the box not to include a data source or upload another file.

Stage 3 - Reply

Finalize the request by clicking "Reply to user" and selecting a predefined template to automatically share the secure data link.

The default "Copy Completion" template pre populates with the secure data link, though you can also insert it as a dynamic variable into any custom reply.

Upon completing your response, select “Reply & close”.

Stage 4 - Close

Congratulations! You have successfully fulfilled a Data Subject Access Request.

By clicking on "See request history", you can view all the request's logs, including the agent who handled the request, all conversations with the user, and the deletion timestamps.