Understanding data subject search

The data subject search form is divided into sections:

• Name

• Address

• Telephone number

• Email

• Date of birth

• National ID number

• Other

Primary sections

Give you a higher probability of identifying an individual. For example, every National ID number is unique. The primary sections are Name, Telephone number, Email, and National ID number.

Secondary sections

May be relevant to an individual but are not unique. For example, many people can share the same date of birth. The secondary sections are Address, Date of birth, and Other.

Each section has one or more fields.

Using multiple values

You can enter multiple values in:

• Name

• Address

• Telephone number

• Email

• Other

If you use multiple values in a section, NOW Privacy uses a logical OR in the sub-query. For example, if you give the first name as ‘Jon Jonathon John’, any of those values will trigger a hit.

Making queries

We combine the fields in each section into a sub-query. Then we combine all the sub-queries into a final search query.

• If you enter values in at least one primary section, the search finds items that match any of those values.

• If you enter values in no primary sections, the search finds items that match any of the values you enter in the secondary sections.

Best practice: enter values in at least one primary section.

Using the Other field

You can enter any word or phrase in the Other field. NOW Privacy searches these metadata fields:

• Body

• Title

• Subject

• FileName

Examples

1. You enter a name and a telephone number

   • These are both primary sections

   • The search finds all items containing either the name or telephone number or both

2. You enter a name, address, and National ID number

   • This is a mix of primary and secondary sections

   • The search finds all items containing either the name or National ID number

   • It rejects items that contain the address but not the name or National ID number

   • Although the address does not affect which results are returned, documents containing the address are likely to be ranked higher, and the address will be highlighted in the item preview

   • The address will be included in an export with matches export

3. You enter an address and date of birth

   • These are both secondary sections

   • The search finds all items containing either the address or the date of birth