Data subject access requests (UK GDPR / EU GDPR) — document capture template

GDPR request handling: data subject access, erasure and rectification requests arrive by post or email with proof of identity. Requester, request type, date received and response due date (one month under UK GDPR and EU GDPR) are captured, and every request is verified.

At a glance


Region	Europe
Industry	Legal & compliance
Document types	Data subject request, Proof of identity, Correspondence
Workflow	Scan → OCR, separation & classification → Classification → Extraction & validation → Index / Validate → Double-key verify → PDF generation & export
Straight-through processing	No — every batch is checked on screen
Separation	each file, change of document type
Output	PDF/A (archival) with JSON data
Dates read as	dd.MM.yyyy, d.M.yyyy, dd/MM/yyyy

Use this template

Go to Batch Setups and choose New Batch Setup.
Filter by Europe or search for "Data subject access requests (UK GDPR / EU GDPR)", select it and choose Next.
Name the Batch Setup, choose the export folder and create it.
Try it with a few of your own documents on the Test tab, adjust fields and rules, then publish it — see Test a Batch Setup and Versions and publishing.

Batch fields

Entered once per batch, for example on the Scan screen.

Field	Type	Required	Found by	Checks
Case number	Text	Yes	entered by the operator

Document types and fields

Data subject request

Recognised by words such as "subject access request", "GDPR", "personal data", "right to erasure", "Article 15".

Field	Type	Required	Found by	Checks
Requester	Text	Yes	label "Name", "From", "Requester"
Requester email	Email		label "Email", "E-mail"
Request type	Choice	Yes	entered by the operator	one of: Access (Art. 15), Rectification (Art. 16), Erasure (Art. 17), Restriction (Art. 18), Portability (Art. 20), Objection (Art. 21)
Date received	Date	Yes	entered by the operator	Not in the future
Response due	Date	Yes	calculation	calculated
Customer / account number	Text		label "Customer number", "Account number", "Reference"

Proof of identity

Recognised by words such as "passport", "driving licence", "identity card".

Field	Type	Required	Found by	Checks
Surname	Text	Yes	label "Surname", "Last name", "Nom"
Given names	Text	Yes	label "Given names", "First name", "Forenames"
Date of birth	Date	Yes	label "Date of birth", "DOB", "Geburtsdatum"	Not in the future
Nationality	Text		label "Nationality", "Staatsangehörigkeit", "Nationalité"
Document number	Text	Yes	pattern in the text
Expiry date	Date	Yes	label "Date of expiry", "Expiry date", "Expires"	Not expired

Correspondence

Used for documents that match no other type; operators can also choose it in Classification.

Adapt it to your documents

Add or rename fields and change how they are found: Fields and data extraction, Finders and zones.
Improve document type recognition: Document classes and classification, Samples and classifier training.
Send the documents and data to your systems — folders and servers, SharePoint, Google Drive and other cloud drives, S3, document management (FileNet, Alfresco, M-Files, DocuWare), SAP, Dynamics 365, Salesforce, Xero, QuickBooks, SQL, REST or a C# script: Output and export, Cloud and business-system destinations.
Arrange the data entry screen: Screen designer.

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