Email Response Templates

Sample responses for access, deletion, and do-not-sell requests

How you respond depends on the request type, where the consumer resides, and the data you collect. There is no one-size-fits-all approach. These are the templates we use internally at Optacy. Use Merge Variables such as {{ request.id }} so each reply includes the dashboard request ID, record the email with compliance notes, and look up the exact message you sent.

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Model responses you can adapt

Use these as a starting point for completed fulfillments, unknown consumers, and out-of-jurisdiction denials. Then customize them with Merge Variables and your legal review.

Sample response for a completed access and deletion request

To: {{ request.consumer_email }}
From: support@optacy.com
Subject: Your Privacy Request to Your Brand Name

Hello,

We received the privacy request you submitted within the last ten days at optacy.com and assigned it Request ID # {{ request.id }}.

We were able to verify your identity. We successfully uploaded a copy of the information we hold about you: {{ request.document_access_link }}. We also scrubbed all the data we hold about you.

For more information about the data we collect and how we use it, please see our privacy policy. Thank you.

Regards,

Customer Service

Sample response to an unknown consumer

To: {{ request.consumer_email }}
From: support@optacy.com
Subject: Your Privacy Request to Your Brand Name

Hello,

We received the privacy request you submitted within the last ten days at optacy.com and assigned it Request ID # {{ request.id }}.

We searched our records and did not find any information associated with the contact information you provided. As such, we marked this request as completed. However, if you can provide more information about the nature of your relationship with our company, we can look further into your request.

For more information about the data we collect and how we use it, please see our privacy policy. Thank you.

Regards,

Customer Service

Sample response to a consumer not residing in California (denial)

To: {{ request.consumer_email }}
From: support@optacy.com
Subject: Your Privacy Request to Your Brand Name

Hello,

We received the privacy request you submitted within the last ten days at optacy.com and assigned it Request ID # {{ request.id }}.

Your request indicated that you reside in a state other than California. At this time, we are not accepting requests of the type you submitted from persons who do not reside in California. As such, we marked this request as completed.

For more information about the data we collect and how we use it, please see our privacy policy. Thank you.

Regards,

Customer Service

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