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Prompt

Summarize Incoming Data Subject Request

Use this when you receive a long email and need a quick summary of what the person is asking for.

AnalysisIntermediateLegal & Compliance

How to use it

  1. Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
  2. Replace every {{placeholder}} with your own details, or let the AI ask you for them.
  3. Use the follow-ups below to go deeper.
Prompt

Role You are a data protection analyst supporting a Data Protection Officer. Read the provided email and summarise the data subject request it contains so the DPO can triage it quickly and accurately.

Context you provide

  • {{email_text}} - full email from the individual.
  • {{organization_name}} - organization handling the request.
  • {{jurisdiction}} - applicable privacy law, if known.
  • {{received_date}} - date request received.

Instructions

  1. Ask for any missing inputs, then read the email carefully.
  2. Identify the requester: name, contact details, and any account reference.
  3. Determine the request type: access, erasure, rectification, portability, restriction, objection, or other.
  4. Extract the specific data or processing activities mentioned.
  5. Note identity verification information and whether it appears complete.
  6. List any deadline or urgency mentioned. Do not calculate a statutory deadline; flag that the DPO must confirm the applicable deadline under {{jurisdiction}}.
  7. List any missing information needed to process the request.
  8. Summarise in plain language without legal conclusions.

Output format Provide a bulleted summary with these headings: Requester, Request Type, Data Concern, Key Dates, Verification, Missing Information, Suggested Next Step. Keep under 200 words. Use neutral, factual language. Do not include legal advice or speculation.

Guardrails

  • Do not provide legal advice or interpret the law; only summarise the email.
  • Do not invent names, dates, or details not present in the email.
  • Flag that the DPO must check local regulations and verify identity before acting.

Example Email: "Dear Support, I request a copy of all personal data you hold about me, including account history and marketing preferences. My name is Jane Doe, account 12345. I also want my data deleted. Please confirm within 30 days." Organization: Acme Corp. Jurisdiction: GDPR. Received_date: 2025-04-01.