Handle a family’s privacy request: data export or erasure
When a guardian asks for a copy of their family’s data, a correction, erasure or another privacy right, record it under Settings, Compliance. Verify their identity, then approve, complete or deny the request. Every step is kept as evidence.
Steps
Select Settings, then Compliance. Only the academy owner sees this section.
In Rights requests, select New request.
In Lodge a rights request, choose the Request type (Access, Correction, Erasure, Withdrawal or Grievance) and the Data principal (guardian), and enter who made the request under Requester. Add Details (optional), then select Lodge request. The response deadline is worked out for you.
On the new request, select Verify identity. Add the Verification method (optional) and select Verify, or Reject if you could not confirm who they are.
Select Approve. Approve and Complete stay disabled until identity is verified.
For an access request, select Export family data in the Right to Erasure card, choose the Guardian and select Generate export. A signed JSON file of every record tied to that guardian’s children downloads to your device.
When you have done what was asked, select Complete. Write a Completion note saying how you fulfilled it, then select Complete request.
For an erasure request, Complete opens the same dialog with Complete erasure. This anonymises the guardian’s family and records the evidence. The note is optional.
To refuse a request, select Deny, give a Reason and select Deny request. A denial is final.
Good to know
- Erasure anonymises the guardian’s and children’s personal data straight away. The financial ledger, consent record and audit trail are kept. The chess footprint is deleted after a 30-day grace period. This cannot be undone.
- If you must keep the data for a legal reason, select Legal hold, give a Reason and select Place hold. An erasure cannot be completed until you select Lift hold.
- You can also erase directly with Erase a family in the Right to Erasure card. Choose the guardian, give a reason, type ERASE-FAMILY to confirm and select Erase family.
- The 30-day deletion normally runs on a schedule. Run retention purge, then Run purge now, runs it now for families whose grace period has ended.
- Evidence is kept for you. Exports produced lists each export as signed evidence; the personal data itself is not stored there. Right to Erasure lists each erasure as Anonymised or Purged. History on a request shows each step taken.
- A request shows Overdue once it passes its due date. The received and due dates are shown under each request.
- The guardian lists on this page load up to 100 guardians. Guardians who have already been erased are left out.
Related articles
- Record consent and review consent recordsRecord or withdraw a guardian’s consent on the student’s Consent tab. The owner can also see every consent in the academy, publish privacy notices and set up the purpose catalog under Settings, Compliance.
- See who changed what in the audit logThe audit log records changes made in your academy: who did what, and when. You can filter it, search it in plain English and export it as a CSV file.