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=� Data Subject Request Templates

Overview​

Data subject request (DSR) templates ensure consistent, timely, and compliant responses to individual rights requests. Healthcare Manufaktur's DSR templates cover all major data subject rights across multiple jurisdictions with healthcare-specific considerations.

🌍� Request Response Templates​

Access Request Response Template​

Timeline: 30 days (GDPR), varies by jurisdiction Use Case: Providing copies of personal data to individuals

SUBJECT: Response to Your Data Access Request - Reference: [ID]

Dear [Individual Name],

Thank you for your request to access your personal data. We are pleased to provide the following information:

## YOUR PERSONAL DATA
Attached you will find:
- [List of data categories provided]
- [Date ranges of data included]
- [Format explanation (PDF/Excel/etc.)]

## DATA SOURCES
Your data was collected from:
- [Direct collection from you]
- [Healthcare providers and referrals]
- [Insurance and billing systems]
- [Medical devices and monitoring]

## DATA SHARING
We have shared your data with:
- [Healthcare providers and specialists]
- [Insurance companies for authorization]
- [Laboratory and diagnostic services]
- [Regulatory authorities as required]

## RETENTION PERIODS
- Medical records: [X years per legal requirement]
- Billing information: [X years per regulation]
- Insurance data: [X years per policy]

## YOUR RIGHTS
You have the right to:
- Request correction of inaccurate data
- Request deletion (subject to legal retention)
- Restrict processing in certain circumstances
- Object to processing based on legitimate interests
- Data portability for certain data

If you have questions or wish to exercise other rights, please contact us.

Best regards,
[Privacy Team]
Healthcare Manufaktur

Deletion Request Response Templates​

Deletion Granted Template​

SUBJECT: Confirmation of Data Deletion - Reference: [ID]

Dear [Individual Name],

We have processed your request to delete your personal data.

## DELETED DATA
We have permanently deleted:
- [Specific data categories]
- [Date ranges affected]
- [Systems and backups included]

## RETAINED DATA
Some data remains due to:
- Legal retention requirements ([specific law])
- Ongoing medical care necessity
- Insurance claim processing
- Regulatory compliance obligations

## THIRD PARTY NOTIFICATION
We have notified the following recipients:
- [List of notified parties]
- [Notification dates]

Deletion completed on: [Date]

Deletion Declined Template​

SUBJECT: Response to Data Deletion Request - Reference: [ID]

Dear [Individual Name],

We cannot fully comply with your deletion request for the following reasons:

## LEGAL RETENTION REQUIREMENTS
- Medical records must be retained for [X years] per [applicable law]
- Financial records required for [X years] per [regulation]
- Insurance documentation per contractual obligations

## ONGOING HEALTHCARE NEEDS
- Active treatment requires data retention
- Emergency medical information for patient safety
- Prescription and allergy alerts

## ALTERNATIVE OPTIONS
We can offer:
- Restriction of processing (data marked as not for use)
- Anonymization where legally permissible
- Access restriction to essential personnel only

Please let us know if you would like to pursue these alternatives.

Rectification Request Templates​

Standard Correction Confirmation​

SUBJECT: Data Correction Completed - Reference: [ID]

Dear [Individual Name],

We have reviewed and updated your personal information as requested.

## CORRECTIONS MADE
- [Specific field]: Changed from "[old value]" to "[new value]"
- [Date of correction]
- [Verification process used]

## THIRD PARTY NOTIFICATIONS
We have informed:
- [Healthcare providers]
- [Insurance companies]
- [Other relevant parties]

Your updated information is now active in our systems.

Portability Request Template​

SUBJECT: Your Data Export - Reference: [ID]

Dear [Individual Name],

Attached is your personal data in a structured, machine-readable format.

## FILE CONTENTS
- [Data categories included]
- [File format explanation]
- [Date range of data]
- [Instructions for use]

## TECHNICAL NOTES
- Files are in [format] for easy import
- Healthcare data follows [standard] format
- Password protection: [if applicable]

## TRANSFER ASSISTANCE
If you need help transferring this data to another provider, please contact us.

=' Process Management Templates​

Initial Acknowledgment Template​

SUBJECT: Data Subject Request Received - Reference: [Auto-Generated ID]

Dear [Individual Name],

We have received your request regarding your personal data on [Date].

## NEXT STEPS
- Identity verification (if required)
- Request processing within [X] days
- Response via your preferred communication method

## REFERENCE NUMBER
Your request reference: [ID]

## CONTACT INFORMATION
Questions? Contact our Privacy Team:
[Contact details]

Identity Verification Template​

SUBJECT: Identity Verification Required - Request: [ID]

Dear [Individual Name],

To protect your privacy, we need to verify your identity before processing your request.

## REQUIRED DOCUMENTS
Please provide ONE of the following:
- Government-issued photo ID
- Patient ID number and date of birth
- Recent medical record number

## SUBMISSION OPTIONS
- Secure patient portal upload
- Encrypted email to [email]
- Mail to [address]

Once verified, we will process your request within [X] days.

🌍

Jurisdictional Adaptations

GDPR-Specific Elements​

  • 30-day response timeline
  • Right to complain to supervisory authority
  • DPO contact information
  • Specific legal basis citations
  • Cross-border processing disclosures

US State Law Variations​

  • California CPRA: 45-day response timeline
  • Virginia VCDPA: Appeal process information
  • State-specific verification requirements
  • Attorney General complaint procedures
  • Business contact information

Healthcare-Specific Considerations​

  • Medical record retention requirements
  • Patient safety implications
  • Healthcare provider coordination
  • Professional licensing obligations
  • Insurance and billing complications

These DSR templates must be customized for specific cases and reviewed by legal counsel. For DSR processing support, contact: dsr-support@healthcare-manufaktur.com

Last Updated: January 2025

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