GDPR request log template
This page is a template for the person who answers privacy requests. Keeping a log of every request, and what was done about it, lets you show later that requests were handled. The routine that fills the log is on GDPR requests.
Warning
Template, not legal advice. What you must record, and for how long, is for your lawyer or data protection officer to decide. Adapt the columns to their advice.
How to keep the log
- Keep it where only the people who handle requests can read it, not in a shared folder for the whole team.
- Record what you did, not more personal data than you need: a reference to the person is often enough. Ask your adviser what reference to use.
- Do not paste exported data into the log. Exports are deleted when the request is closed (Data retention and deletion).
- Review the log when you review your privacy notice, at least once a year.
The log
GDPR REQUEST LOG - [organization] Owner of this log: [role]
No. | Received | Channel | Kind of request | Identity confirmed (how, when) | Due (per adviser)
----|------------|----------|----------------------------|--------------------------------|------------------
1 | | | access / correction / | |
| | | export / erasure / object | |
No. | Data found (tick) | Decision (by whom)
----|----------------------------------------------------------------|-------------------
1 | [ ] user account [ ] orders [ ] form submissions |
| [ ] mail prefs [ ] newsletter [ ] other: ______ |
No. | Action taken | Tool used | Done on | By
----|--------------------------------------|---------------------------------|---------|----
1 | | | |
No. | Answer sent on | Export files deleted on | Kept, and why (e.g. bookkeeping rule) | Closed on
----|----------------|-------------------------|----------------------------------------|----------
1 | | | |The tools column
Name the tool in the log, so the next person can repeat the step. The tools the software offers, from GDPR requests and Compliance and GDPR:
| Data | Tool to name in the log |
|---|---|
| Mail preferences and consent | exp:mail:preferences export or erase; the person's own download |
| Marketing objection | exp:mail:suppression add, or the person's own unsubscribe link |
| Audit records about a user | exp:audit export --subject-user=<id> |
| User account | Removal in Users (final) |
| Form submissions | Setup > Collected information |
| Orders | Store > Customers, customer order view; shop/archiveorder or shop/removeorder |
| Newsletter subscribers | The cjw_newsletter administration |
| Backups | Your host, under your agreement |
The shape of one entry
One entry in plain text, with the field names in square brackets. Keep entries free of more personal data than the request itself needs.
No. [number] | Received [date] | [channel] | [kind of request] | identity confirmed [how, date] | due [date per adviser]
Data found: [which of the places above hold data about the person]
Decision: [what is erased, exported or kept, and why] ([who decided], [date])
Action: [commands and admin pages used] | [date] | [who did it]
Answer sent [date] | [export files, if any] | [what is kept, and the rule for keeping it] | closed [date]Related pages
- GDPR requests
- Data export and erasure
- GDPR basics
- Free documentation: this page is free to copy, translate and improve under the GNU FDL 1.3.