We hope that our collection of response templates for data deletion requests will assist you in the process of dealing with DSR requests.

Disclaimer: the following templates and text are not to be used for any legal purposes and were not created by legal professionals. If you decide to use any of the forthcoming text, you will be doing so on your sole responsibility.    

If you are looking for a long-term solution for handling privacy requests, check out the Mine PrivacyOps. We developed a set of tools to help companies efficiently and automatically deal with privacy requests by using smart rules and automated responses.

Response template: Data deletion acknowledgment receipt

Hello <hl>[name]<hl>,

Thank you for contacting <hl>[organization]<hl>.

We hereby confirm that we have received your deletion request and are currently looking into fulfilling your request.

We are processing your request and will be updating you at our earliest convenience. 

Thank you,

<hl>[name/organization]<hl>

Response template: Data deletion confirmation

Hello <hl>[name]<hl>,

Following your request for data deletion, we would like to confirm that your personal data has been effectively and completely deleted from our systems. All of our service providers were directed to do so as well. Each has confirmed that your data has been erased.

We hope to see you again in the future!

Thank you,

<hl>[name/organization]<hl>

Response template: Data deletion rejection

Hello <hl>[name]<hl>,

Thanks for contacting us. Unfortunately, we cannot process your request at this time. 

Possible reasons for this include:

• We were unable to find any records associated with the email address provided on our system.
• The right to erase conflicts with other legal statutory or contractual record retention periods, such as, financial laws and regulations that require us to maintain customer information for a period of time.
• Based on your country of residence associated with the email address provided, your request is not within the scope of the European Union GDPR or the California Consumer Privacy Act.
  

Thank you,

<hl>[name/organization]<hl>

Response template: Data deletion process cancelation 

Hello <hl>[name]<hl>,

Unfortunately, we need to refuse your request as we haven’t heard back from you with the additional information necessary to identify you as a data subject.

As you have not responded to our message, this request will now be closed. If you still wish to proceed with your request, please submit a new one.

If you need help with anything else, please don't hesitate to let me know!

Thank you,

<hl>[name/organization]<hl>

Respond to deletion requests with Mine PrivacyOps

Mine PrivacyOps offers a smart and automated alternative to manually responding to privacy requests. With our privacy solutions, you will be able to manage all of your organization’s privacy requests processes from one place.