Response Letter Declining a Frivolous Request

[Organization Letterhead]

Date: [DD-MM-YYYY]
Reference No.: [Request ID]

To,
[Data Principal Name]
[Address / Email on file]

Subject: Response to Your Request Dated [DD-MM-YYYY]

Dear [Data Principal Name],

We refer to your request dated [DD-MM-YYYY], received through [channel], in which you sought [briefly restate the request as understood].

1. OUR ASSESSMENT

Having reviewed your request carefully and in good faith, we have determined that it cannot be actioned for the following reason(s):

[Select and adapt as applicable:]
(a) The request appears to be substantially repetitive of a request already addressed on [DD-MM-YYYY] under reference [prior Request ID], without any new grounds or change in circumstance.
(b) The request does not identify the data subject or the specific information sought with enough particularity for us to act on it, despite our clarification request dated [DD-MM-YYYY], to which we did not receive a response.
(c) The request appears to be made for a purpose unconnected to the exercise of a genuine right under the Digital Personal Data Protection Act, 2023, [briefly state basis for this view].

2. DUTIES OF THE DATA PRINCIPAL

We note that Section 15 of the Act requires a Data Principal to ensure that they do not register a false or frivolous grievance or complaint with a Data Fiduciary or the Data Protection Board of India. We have applied this provision carefully and are glad to reconsider our position if you are able to provide further clarity or evidence supporting the genuineness of your request.

3. WHAT YOU CAN DO NEXT

If you believe this assessment is incorrect, you may:
(a) Provide additional information or clarification to us at the contact details below within [15] days, and we will review the request afresh; or
(b) Submit a fresh, specific request identifying the particular information or action sought.

We want to be clear that this response relates only to the specific request referenced above, and does not affect your ability to make any other genuine request under the Act at any time.

4. CONTACT

Name: [DPO / Grievance Officer Name]
Email: [Email]
Phone: [Phone]

Yours sincerely,

[Authorized Signatory Name]
[Designation]
For [Organization Name]

Internal Note (remove before sending): This determination and its supporting rationale must be logged in the Rights Request Log with the specific facts relied upon, so that the basis for declining the request is defensible if escalated.