Docs / Portal Customization

Portal Customization

Customize your public portal so data subjects recognise your organization. Every plan shows your company name. The Branding & Portal settings (logo, colours, font and footer) need a Pro or Enterprise plan. Editing email templates needs Enterprise.

Settings > Branding & Portal: Company Logo, Primary Color, Navigation Bar Color
Settings > Branding & Portal: Company Logo, Primary Color, Navigation Bar Color Settings > Branding & Portal: Company Logo, Primary Color, Navigation Bar Color

Accessing Customization Settings

  1. Go to Settings in the sidebar
  2. Click Branding & Portal
  3. Make your changes
  4. Click Save Branding Settings (or Reset to Defaults to start again)
  5. Preview the portal: go to Settings > Integrations > Public Portal Access and click Test Portal, which opens the portal in a new tab

On Basic and Starter the Branding & Portal section shows an upgrade prompt instead of the settings.

Branding Options

Company Name

Set under Settings > Organization > Company Details > Company Name. Shown on every plan:

Company Logo (Pro and Enterprise)

Primary Color (Pro and Enterprise)

Enter a Hex Color Code (for example #667eea) or use the colour picker. On the portal it colours the “Subject Access Request Portal” subtitle under your name. It is also the text colour of the button code in Get Embed Code.

Background colour for the top navigation bar. It is also the background colour of the button code in Get Embed Code.

Font Family (Pro and Enterprise)

The font for your public portal. Choices: Roboto (Default), Arial, Helvetica, Open Sans, Segoe UI, Georgia, Times New Roman, Courier New.

Email Footer (Plain Text) - custom footer text for email communications and the public portal.

Use it to link to your own privacy policy. The consent text on the portal always links to SAR Portal’s privacy notice and cannot be changed.

Contact Email

Set under Settings > Organization > Company Details > Contact Email, not in Branding. The standalone portal footer shows it, with the copyright line, only when the Email Footer is empty.

Request Types Offered

The portal’s Request Type list follows Settings > Case Management > Enabled Request Types. Turn off the types you do not want requesters to choose. If none are set, all eight types are offered. See Case Management settings.

Email Customization

Email Templates (Enterprise)

On Enterprise you can edit the wording of these emails to data subjects in Settings > Notifications:

The Verification Code email (the one-time code) is a system template and cannot be customised. On other plans you can preview the templates but not edit them. See Notifications.

Email Appearance

Best Practices

Branding

Privacy Policy

Contact Information

Testing

What Data Subjects See

Sign-in Page

  1. Your logo and/or company name
  2. “Subject Access Request Portal” subtitle
  3. Enter your email field
  4. Consent text and the I have read and agree to the Privacy Notice. checkbox
  5. Send Code button, then Enter code from email and Verify

After Verification

Three tabs: Create New Request, Your Cases and Case Details. A requester with existing cases starts on Your Cases.

Submitting a Request

  1. Your Full Name
  2. Request Type
  3. Additional Details (Optional) - up to 500 characters
  4. Submit Request

Confirmation

The portal switches to Your Cases, which lists the new case with its 8-character Case ID, type, status and due date, and SAR Portal emails the requester a confirmation. The requester uses the same portal link to come back, track the case and download files. See Downloading Your Files.

Mobile Experience

The portal is responsive:

Test on mobile to check that your logo displays correctly and the forms are usable.