Inbound email
Inbound Email Requests
Turn privacy@yourdomain.com into a tracked privacy request channel
Many privacy policies list a privacy@ email as a contact method. Forward those messages into Optacy so your team can share ownership, get notified, and keep a clear audit trail.
Why forward privacy email into Optacy
Keep the address consumers already know, and give your team the same request workflow you use for webform and toll-free number.
Share responsibility
Route inbound privacy email into one queue the whole team can work from.
Get notified
Alert the right people the moment an email privacy request arrives.
Keep an audit trail
Document intake, categorization, and follow-up for compliance.
Familiar dashboard intake
Inbound email requests land next to your other privacy requests, with the same categorization tools you already use for toll-free number requests.
- New email requests start as Uncategorized so nothing is missed.
- See who it’s from, the subject, and body on the left; categorize the request type on the right.
- Email the requester for clarification directly from the dashboard, or mark invalid requests with a Completed Reason like Spam or Marketing Request.
Setting up inbound emails
Every Service Code already includes a webform and toll-free path. You also get an inbound email address to forward from privacy@yourdomain.com.
- 1
Use your inbound email address
Open Inbound Email in the dashboard to find the address tied to your Service Code.
- 2
Add Allowed Forwarders
Enter your privacy@ address so Optacy accepts mail forwarded from your domain.
- 3
Configure forwarding
Open “What is an Inbound Email” for provider-specific forwarding steps.
Microsoft Outlook
Ask IT to disable outbound spam filtering if forwarding is blocked organization-wide. If turning that off isn’t an option, contact us for alternatives.
Gmail
After you set up forwarding, Gmail sends a confirmation email. Open it and click the link to finish.
Receiving and routing inbound emails
Automate internal triage the same way you do for toll-free number requests, so email requests get categorized quickly.
Step 1
Create a triage template
Build an email template such as “Categorize Email Request” with clear steps for your team. Use Merge Variables for dynamic details.
Step 2
Trigger on email requests
When a new privacy request is received and the request type is Email, send your triage template.
Step 3
Clarify or close
Ask the requester for missing information, or complete non-privacy mail with a reason and let automation close or forward it.
Recommended Smart Action
When a new privacy request is received AND the request type is Email → Send an email template → Categorize Email Request.
Handle spam at scale
Getting flooded with non-privacy mail? We can enable Privacy Request Likelihood to analyze the email body and flag what’s likely a real privacy request, so high volume stays manageable. When the likelihood is high, you can automate an email with a link to your webform.
Join the Optacy community today
Have any questions? Call us.
From the US: +1 (855) 5-OPTACY (855-567-8229)
From outside the US: +1 (302) 864-2253