Email Template Types
For steps to update the style of these messages, please see our guide for configuring email style.
The following types of emails may be sent while processing privacy requests:
- Subject identify verification: An email used to confirm the identity of a data subject.
- Privacy request received: An email sent to a data subject when a privacy request has been received.
- Privacy request approved: An email sent to a data subject when a privacy request has been approved.
- Privacy request denied: An email sent to a data subject when a privacy request has been denied, including the reason for the denial
- Access request completed: An email sent to a data subject when an access request has been completed, including a link to download the package
- Erasure request completed: An email sent to a data subject when an erasure request has been completed
- Request completed, no data found: An email sent to a data subject when an access or erasure request completes without finding any personal data about them
- Document request: An email that asks a data subject for documents, with a secure upload link
- Privacy request comment mention: An email sent to a team member who is mentioned in a comment on a privacy request
Below, you can see the default wording of each email and a description of the variables, if applicable. To update the content of the emails, please see our guide for configuring email templates
All request types trigger the shared "Privacy request received" email when a request is first submitted. The per-type completion templates below are sent only when the request is fulfilled.
Subject identity verification
| Message | Details |
|---|---|
| Description | An email used to confirm the identity of a data subject |
| Message subject | Your one-time code is __CODE__ |
| Message body | Your privacy request verification code is __CODE__. Please return to the Privacy Center and enter the code to continue. This code will expire in __MINUTES__ minutes. |
| Available variables |
|
| When it's sent | Whenever a request requires identity verification. The template sets the email's content only, so disabling it never stops a code from sending. With property-specific messaging, a property without an enabled template uses this default wording. |
Privacy request received
| Message | Details |
|---|---|
| Description | An email sent to a data subject when a privacy request has been received |
| Message subject | Your privacy request has been received |
| Message body | Your privacy request has been received. We will get back to you shortly. |
| Available variables | -- |
Privacy request approved
| Message | Details |
|---|---|
| Description | An email sent to a data subject when a privacy request has been approved |
| Message subject | Your privacy request has been approved |
| Message body | Your privacy request has been approved and is currently processing. |
| Available variables | -- |
Privacy request denied
| Message | Details |
|---|---|
| Description | An email sent to a data subject when a privacy request has been denied including the reason for the denial |
| Message subject | Your privacy request has been denied |
| Message body | Your privacy request has been denied. __DENIAL_REASON__. |
| Available variables |
|
Access request completed
| Message | Details |
|---|---|
| Description | An email sent to a data subject when an access request has been completed including a link to download the package |
| Message subject | Your data is ready to be downloaded |
| Message body | Your access request has been completed and can be downloaded at __DOWNLOAD_LINK__. For security purposes, this secret link will expire in __DAYS__ days. |
| Available variables |
|
Erasure request completed
| Message | Details |
|---|---|
| Description | An email sent to a data subject when an erasure request has been completed |
| Message subject | Your data has been deleted |
| Message body | Your erasure request has been completed. |
| Available variables | -- |
Request completed, no data found
| Message | Details |
|---|---|
| Description | An email sent to a data subject when an access or erasure request completes and Astralis is certain it found no personal data about them. It takes the place of the standard completion email. |
| Message subject | Your privacy request has been completed |
| Message body | Your privacy request __REQUEST_REFERENCE__, submitted on __SUBMITTED_DATE__, has been completed. __ORGANIZATION_NAME__ searched its systems and did not locate any personal data about you. |
| Available variables |
|
| When it's sent | Only with property-specific messaging, when the template is enabled for the request's property, and only where the standard completion email would be sent. The template starts disabled. A request where Astralis can't confirm that nothing was found, for example because a system was skipped or a task errored, gets the standard completion email instead. |
Document request
| Message | Details |
|---|---|
| Description | An email sent to a data subject when their request type asks for documents. It links to a secure Privacy Center page where they upload their files. See Collect documents. |
| Message subject | Documents needed for your privacy request |
| Message body | We need some documents from you to process your privacy request __REQUEST_REFERENCE__. Upload them securely at __UPLOAD_LINK__. This link expires on __LINK_EXPIRES__.__FORM_SECTION__ |
| Available variables |
|
| When it's sent | With basic messaging, whenever a request type asks for documents. With property-specific messaging, only when the template is enabled for the request's property. |
Privacy request comment mention
| Message | Details |
|---|---|
| Description | An email sent to a team member when someone mentions them in a comment on a privacy request. See Comment on a request. |
| Message subject | {{mentioned_by}} mentioned you on request {{request_id}} |
| Message body | {{comment_text}} View the request: {{request_url}} |
| Available variables |
|
| When it's sent | By email only, when an email messaging provider is configured and the Admin UI URL is set. With property-specific messaging, only when the template is enabled for the request's property. |