Access requests
Some passport data is restricted. People with a legitimate interest can ask to see it, and the Access requests page, under Compliance in the left-hand sidebar, is where you decide those requests. The page lists up to 500 requests for your products, newest first, whatever their status.
Only your company's team Admins can see this page and decide requests. Anyone else sees "Only your company's team admins can see and decide access requests."
For how the person asks, see PoLI access.
Who decides
| Request from | Decided by | What you see |
|---|---|---|
| A person with a legitimate interest | You | Their name, email, organisation, role and purpose, with Approve and Reject |
| An authority, for example a Notified Body, the European Commission or market surveillance | Traceable | The organisation and its role, but not the person's name or email. The requester shows as "Authority (identity withheld)" and the decision cell reads "Decided by Traceable". You see the request once it has been decided |
While your company account is not active, Traceable decides legitimate-interest requests too, and those requesters are shown as "Identity withheld".
The list
| Column | What it shows |
|---|---|
| Status | "Email not confirmed", "Awaiting your decision", "Approved", "Rejected" or "Expired" |
| Requester | Name and email |
| Organisation and role | The organisation, the role and, where given, the purpose |
| Product | The product the request is for |
| Access asked for | "Legitimate interest" or "Authority" |
| Dates | When it was asked, when the email was confirmed, and the decision dates. For an approved request it also shows when access ends |
| Decision | Approve and Reject while the request awaits your decision, otherwise any note you left |
A request first reads "Email not confirmed". It moves to "Awaiting your decision" once the requester has confirmed their email address. You cannot decide a request before that.
Deciding a request
- Open Compliance → Access requests.
- On a request that reads "Awaiting your decision", click Approve or Reject.
- Add a note. For Approve it is optional. For Reject you must give a reason of at least three characters. The note is kept with the request and can be up to 1000 characters.
- Click Approve request or Reject request.
- Confirm with the code we email you. See Email code confirmation.
An approval gives the requester access to the restricted data of that product for 30 days. We email them the access link, and the toast tells you so: "We emailed the requester a link that works for 30 days." A rejection emails the requester that the request was not approved.
If the email could not be delivered, the toast reads "Decision saved, email not delivered" and says why. The decision still stands. Ask Traceable support to pass an approved link to the requester securely.
If the request has already been decided, the page tells you to refresh it. A product that is not available for approval cannot be approved.
Email code confirmation
Each decision needs a code, so that a signed-in session alone cannot grant access.
- When you click Approve request or Reject request, the Email code confirmation dialog opens and a 6-digit code is emailed to you.
- Enter it under Code from the email. It works once and for 5 minutes, and you have 5 tries.
- After the code is accepted your decision is saved. You need a new code for the next decision.
If you did not start the action, ignore the email and tell your team admin.
Related
- Audit Trail: decisions are recorded there.
- Privacy & data: the cookie that carries an approved grant.