Each email that DataGrail sends out to data subjects is accessible within the platform as a customizable template. DataGrail has built default email templates that are not required to have edits, should a customer opt to not make immediate changes.
To review email templates and approve or edit, you can find them within the DataGrail platform by clicking Settings in the DataGrail Navigation, going to the left hand side of your screen and under General, clicking on Email Templates.
From here, there will be a view with all the templates that DataGrail currently is sending to data subjects. By clicking on a template name, it will open up an editable view of the template.
Within the template, there will be a default subject line and body that will be sent to a data subject. The words between "%" symbols in the red boxes are called Dynamic Variables. These variables are automatically replaced when sent from DataGrail based on the unique information from each data privacy request. In the example above, %request_type% and %customer_name% will be replaced by the request type (access, deletion, etc.) and customer name will be replaced by the name of your company.
Tip: Copy and paste the variables from the template into a separate document so if they are accidentally deleted, you can paste them back in. And if all else fails, exit the view without pressing "publish" to reset all changes you’ve made to the template.
All templates are completely customizable and available to update the language and format. Once you are happy with your edits, click publish and your changes will be reflected in all emails utilizing the template moving forward.
Please reach out to support@datagrail.io with any questions!
Disclaimer: The information contained in this message does not constitute as legal advice. We would advise seeking professional counsel before acting on or interpreting any material.
