Data subject requests

What it is for

A data subject may ask to see their data, get a copy, correct it, erase it, withdraw their consent, or ask how it is processed; the school must answer within 30 days. Here the request is recorded, its deadline followed, its owner handed a copy of their data, and an erasure scheduled.

Who uses it

The page opens for whoever holds “View data subject requests”, to look only, or “Manage tenant settings”, to work in it. In the built-in roles: Owner. A group grants these to any role under Settings → Roles and permissions, and everyone sees only what is within their own scope.

Step by step

1. Search for the data subject by name in the filters, then press “+ Record a request”.
2. Choose the kind of request, type who made it and their relation, and how you verified their identity, then save.
3. To answer: the pencil on the request's row, choose the status, type the answer and its reason, then “Record the answer”.
4. For an access or copy request: “Excel copy” or “JSON copy” inside the request.

How it works

A request starts the day it is recorded, cannot be backdated, and is due in 30 days; the “Deadline near” counter is for those with seven days or less left. The answer can be given again whenever you like, and a refusal is not accepted without a written reason. The copy is built on demand and not stored: the person's details, IDs, numbers, enrolment, attendance, excuses, early leaves, consents and messages, without passwords or anyone else's data. Correction, consent withdrawal and information requests change nothing by themselves: correct it in the person's file, and record the withdrawal in the “Consent ledger”. Erasure needs both: the status “Fulfilled” and the “Erasure date”, so “Fulfilled” on an erasure request is not saved without a date, today or later; the night after that date the person's identifying data — name, IDs, numbers, photos, notes — is erased and their account disabled, the enrolment, attendance and message records stay with no owner, and the action log is never touched. A “Refused” or “Partly fulfilled” request keeps no erasure date and erases nothing. The group's last owner is not erased until the Owner role is moved. Only someone holding “Manage tenant settings” records and answers requests.

On the page

• The status, and the search by the person's name or the pupil's code.
• Open, deadline near, and overdue.
• Each request's subject, kind, deadline and status. The pencil opens the request to answer it and take the copy.
• “+ Record a request”: the data subject, the kind, who made it, and how they were verified.

Questions

Does “Fulfilled” erase the data now?

No. “Fulfilled” with the “Erasure date” erases it, the night after the date.

How do I give a guardian a copy?

Open the access or copy request and press “Excel copy” or “JSON copy”.

Can I record a request that came last week?

It is recorded with today's date; the deadline runs from recording.