How to Submit Data Requests

At Letterhead, we’re committed to helping you manage audience data with transparency and privacy compliance. Whether you need to update a subscriber profile, export data, or permanently delete data for GDPR compliance, use the methods below.

Who can use the self-service tools?

The direct management tools are available to users with administrator permissions (organization or channel administrators). If you’re a standard user or an audience member, see section 3, Submitting a data request via Support.

1. Submit Data Request (general requests for admins)

Use this form to request data exports, removals, updates, or other custom actions that can’t be completed through self-service. Once submitted, our team reviews and completes the request on your behalf.

• How to access: click the life saver icon in the upper right-hand corner of the app.
• Start request: select Submit Data Request from the menu.
• Complete the form: select your request type (Export, Remove, Update, or Other) and include the specific details or email addresses in the message field.
• Submit: click Submit. Our team verifies the request and notifies you once the action is complete.
• Timeline: all requests are reviewed and completed within 30 days or less.

2. Self-service profile actions (admins only)

For immediate changes to a specific record, open the contact’s profile page and use the More Options (three dots) menu:

• To remove data for a subscriber: select Remove Audience Member. This anonymizes the record and permanently erases their identifying information from your channel (Right to Erasure).
• To export data: select Export Data. A comprehensive file containing their profile details and full engagement history is generated and emailed to you.
• To edit info: edit the fields directly on the profile page and save your changes.

3. Submitting a data request via Support (non-admins & audience members)

If you don’t have administrator permissions, or if you are an audience member of a newsletter, submit your data request through our Support team. This includes requests to:

• Export personal data
• Update subscriber information
• Remove or delete data for privacy or GDPR compliance

How to submit a request: contact support, and include:

• The email address associated with the data
• The type of request (Export, Remove, Update, or Other)
• Any relevant context to help us process the request accurately

Once received, our Customer Experience team reviews and verifies the request and takes the appropriate action in accordance with applicable privacy regulations. All requests are handled within 30 days or less, as required by GDPR and similar data protection laws.