> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/organisation/privacy-requests.md. Every page is listed at https://admin.backed.giving/help/llms.txt.

> This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it.

`Settings > Privacy` is where your organisation answers requests from people about the information
it holds about them: to see it, correct it, export it, erase it, or object to or restrict how it is
used. You need permission to manage users to open it.

Each request has a due date 30 days after you received it, counted in your organisation's time
zone. The `Requests` tab lists every request with the soonest due first, and marks a request that is
past its due date and still open as `Overdue`.

## Log a request

1. Go to `Settings > Privacy`.
2. Select `New request`.
3. Choose the `Kind of request` and when it was `Received`.
4. Select `Log request`. The request's page opens.

A request gets a reference such as `dsr-7k3m9q2x`. Don't record the person's name on the request:
you find them on the request's page instead. If someone sends a request to Backed rather than to
you, Backed passes it on and it appears in your list.

## Confirm who they are

Before you send anyone their information, check they are who they say they are. Under
`Confirm who they are`, choose `How you checked`, then select `Record the check`. The request shows
who recorded the check and when.

## Find the person

Under `Find the person`, search by `Email address` for an exact match, or by `Name`. Each person
found is listed with their records, grouped by type. You see only the records you're allowed to
see, and each group says how many more records you don't have access to. A person who gives to a fund
is also found by their fund donor records, their grant recommendations and the donor report
schedules they receive, which every Administrator who opens `Settings > Privacy` can see.

- `Download personal data` builds a file of the person's information. It takes a moment; when it is
  ready, a link to download it appears.
- On an erasure request, `Erase this person` shows what an erasure would change, delete and keep,
  and anything that stops it, such as the person being your organisation's last owner. Choose the
  free-text answers to erase, then type `ERASE` to confirm. Their name and contact details are
  replaced in your organisation's records; records you must keep to account for funding stay.
  Their account and their access to other organisations are not affected. The erasure's report
  appears under `Erasure reports` when it finishes.

## Answer the request

1. Select `Start working on it` when you begin.
2. Under `Decision`, choose the `Outcome`. If you refuse the request or only partly grant it, choose
   the `Reason for refusal`.
3. Add a `Note` on what you decided and did, then select `Complete request` or `Refuse request`.

You can't complete a request until you have confirmed who the person is. If you couldn't confirm
it, refuse the request with the reason `Their identity could not be verified`.

## Subprocessor notices

The `Subprocessor notices` tab lists changes to the service providers that process your
organisation's data for Backed. You need access to the organisation's settings to see it. To
object to a change, select `Object`, say why, and select `Send objection` before the change takes
effect. After that date, or once you have objected, `Object` is no longer available.

## See also

- [Security and privacy review](../getting-started/security-and-privacy-review.md)
- [Security settings](security-settings.md)