The secure messaging portal is a secure place for subject rights managers to correspond with individual requesters about their privacy request. Correspondence within the secure messaging portal is typically more secure than communication with requesters via email.
What makes the portal secure?
Data in the secure messaging portal is encrypted in transit and at rest.
Using secure messaging
The Message Portal tab on every subject rights request allows for communication between the requester and subject rights manager. A count of messages from the requester will display right-adjusted on the navigation bar:
The message portal can be used to offer clarification, ask questions, follow up on the status of the request, etc. The requester can respond to the subject rights manager in kind from the end-user portal.
Messages sent to requesters through the secure messaging portal will trigger an email to the requester alerting them that they have received a new message.
Messages from the requester through the secure messaging portal will likewise trigger an email to the subject rights manager altering them that they have received a new message.
Once a request has been closed, the secure messaging portal will remain active for 730 days from the created date of the request (the standard retention period for subject rights requests). After that point message content will no longer by accessible for the subject rights manager or requester. However, message content is not deleted after that period, but remains in an encrypted state.
Sending and Receiving Files
You can use the secure messaging portal to request additional information on behalf of your users or send files or additional information to your users.
This allows you to request additional forms of identification if desired or required, additional account information, or other files necessary to complete the user’s request. It will also allow you to send files to your users if necessary/required to satisfy this request.
Supported files include: .ppt, .pptx, .odp, .key, .doc, .docx, .pdf, .odt, .rtf, .txt, .xls, .xlsx, .ods, .xlsm, .csv, .jpg, .jpeg, .png, .svg.
Text must be included in the message to send the attachment.
Once a request is rejected or completed, attachments made on portal messages get deleted after 730 days. At that point, they will no longer be accessible by you or the end-user.
Requester Portal
Requesters may use the secure messaging portal to ask questions and understand their request.
Requesters will be invited to use the portal via magic link after they have verified access to their email for the request. They will also be given a magic link to the portal in every request completion and request rejection email.
Here requesters can communicate with you about their Data Subject Rights requests as well as send additional information if required.
Once a request is rejected or completed, attachments made on portal messages get deleted after 730 days. At that point, they will no longer be accessible by you or the end-user.