How to Set Up a Privacy Portal

The Privacy Portal is a branded page where your users can manage their privacy preferences, submit Data Subject Requests (DSR), and view your cookie policy. It can be embedded on your website or hosted on a custom domain.

Prerequisites

• Privacy Portal add-on must be enabled for your account.
• You must be on a paid plan (Basic or higher).

Step 1: Create a Portal

1. Go to Data Subject Requests > Privacy Portals in the sidebar.
2. Click + New Portal.
3. Fill in the General settings:
   • Portal Name: a name for internal reference.
   • Company: your company name (shown to users).
   • Privacy Policy URL: link to your privacy policy.
   • Contact Email: where users can reach your privacy team.
   • Logo URL: your company logo (recommended 200x50px PNG or SVG).
   • Theme Color: primary brand color for the portal.
4. Toggle Portal Enabled and DSR Enabled as needed.
5. Click Create & Next.

Step 2: Configure Regions & Rights

Select the privacy regulations that apply to your users:

• EU (GDPR): 30-day SLA by default
• UK (UK GDPR): 30-day SLA
• US States (California, Virginia, Colorado, etc.): 45-day SLA

For each region, you can adjust the SLA deadline and disable specific data rights.

Step 3: Configure the DSR Form

• Tagline: shown at the top of the DSR form.
• Form Fields: toggle which fields to show (phone, relationship, additional details, identity verification).
• Scope Categories: select data categories users can request access to (Personal Information, Financial Data, etc.).
• Confirmation Message: shown after a request is submitted.

Step 4: Email & Notifications

Configure email templates sent to users:

• Submission Confirmation: sent when a user submits a request.
• Status Update: sent when you update the request status.

Available template variables: {{reference_id}}, {{right_type}}, {{status}}, {{tracking_url}}

Set up SLA notifications to alert your team when deadlines approach.

Step 5: Trust Center

Provide transparency to your users:

• Data Protection Officer: name, title, email, and address.
• Supervisory Authority: name, country, and website.
• Policy Versions: track changes to your privacy policy.
• Sub-processors: list third-party data processors with their regions.
• Certifications: display compliance certifications.

Step 6: Web Properties

Link websites that use this portal. Each property has a name, domain, and CMP URL.

Step 7: Setup & Install

Your portal is available at:

https://privacy.preference-center.com/portal/YOUR_PORTAL_ID

Embed via iframe:

<iframe
  src="https://privacy.preference-center.com/portal/YOUR_PORTAL_ID"
  width="100%"
  style="border:none;min-height:600px;"
  title="Privacy Portal"
></iframe>

DSR Form only:

https://privacy.preference-center.com/dsr/YOUR_PORTAL_ID

Custom Domain (Optional)

You can serve the portal from your own domain (e.g., privacy.example.com):

1. Enter your domain in the Setup step.
2. Add a CNAME record pointing to privacy.preference-center.com.
3. Add any TXT validation records shown.
4. Click Verify DNS to activate.

Managing DSR Requests

Go to Data Subject Requests > DSR Requests to view all submissions. You can:

• Filter by portal, status, data right, or email.
• View request details and requester information.
• Update the status (Submitted, In Progress, Fulfilled, Denied, Appeal).
• Add a response visible to the requester and internal notes.
• Status update emails are automatically sent to users.

Tracking

Users receive a reference ID (e.g., ref-abc123) in their confirmation email. They can track their request at the portal's tracking page.