Disclosure Templates
In any Subject Access Request (SAR) response, the disclosed data is accompanied by a disclosure pack, this pack consists of the covering letter and the specific policy documentation that explains why and how that data is being processed. Because certain sections of the cover letter and policies will be consistent across all your responses, Workplace AI uses disclosure templates to standardize the "wrap-around" content for every SAR response.
When a disclosure is generated, Workplace AI performs a "mail merge," replacing placeholders within the templates with the specific details of the SAR response.
These templates are required content. Because they contain the legal justifications and contact details included in every disclosure, we recommend they're configured before disclosing.
Managing your disclosure templates
To manage your disclosure templates navigate to SAR > Settings > Disclosure Templates. The Disclosure Templates section allows you to standardize the "wrap-around" content for every SAR.
There are two templates that can be configured:
The Cover Letter & Inventory: This template governs the formal letter sent to the requester. It typically includes your branding, the unique case reference, and the Data Schedule/Inventory (a summary of what is being shared and any redactions made).
The Policy Document: This template houses the "fine print." It is where Workplace AI adds universally applicable policies that explain your data retention and processing justifications.
How to Configure Your Templates
Download: Start by clicking "Download default template" to see a baseline version.
Customise: Open the file in Microsoft Word. Add your company logo, headers, footers, and any standard "boilerplate" text that never changes (e.g., your head office address).
Map Data: Insert the Placeholders (listed below) exactly where you want the dynamic data to appear.
Bookmark: For the system to "read" the placeholders, you must highlight the placeholder text in Word and add a Word Bookmark with the exact same name.
Upload: Use the Replace button in the UI to upload your finished
.docxfile.
[CaseRef]
The unique ID for this specific SAR request.
[Started]
The date the response was moved from New to In Progress
[Assignee]
The primary owner of the SAR request
[ContactFirstName]
The first name of the person communicating with us (Subject or 3rd Party).
[ContactLastName]
The last name of the person communicating with us (Subject or 3rd Party).
[SubjectForename]
The first name of the data subject
[SubjectSurname]
The last name of the data subject
[Address]
The address of the data subject
[CoverMessage]
Populated with the cover message created at the point of disclosure
[UniversalPolicies]
Populated with policies configured in Universal Policies
[SubjectPolicies]
Populated with policies configured for that subject type
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