Response Letter to an Erasure Request

[Organization Letterhead]

Date: [DD-MM-YYYY]
Reference No.: [Request ID, e.g. RR-2026-015]

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

Subject: Response to Your Erasure Request - Section 12, Digital Personal Data Protection Act, 2023

Dear [Data Principal Name],

We refer to your request dated [DD-MM-YYYY] seeking erasure of your personal data held by [Organization Name], made under Section 12 of the Digital Personal Data Protection Act, 2023.

1. IDENTITY VERIFICATION

We confirmed your identity on [DD-MM-YYYY] through [verification method] before acting on this request.

2. ASSESSMENT UNDERTAKEN

Before proceeding, we reviewed whether any of the following applied to your data:
(a) An ongoing contractual or legal obligation requiring continued retention: [None identified / Identified - specify]
(b) A legitimate use under Section 7 that continues to apply: [None identified / Identified - specify]
(c) A pending grievance, dispute, or legal proceeding involving your account: [None identified / Identified - specify]

[Choose the applicable outcome below and delete the other.]

OUTCOME A - REQUEST FULFILLED

We confirm that your personal data held in connection with [describe scope - e.g. your account and associated records] has been erased from our active systems as of [DD-MM-YYYY], in accordance with Section 8(7) of the Act. Residual copies in backup systems will be purged in the ordinary course of our backup cycle, no later than [DD-MM-YYYY], and will not be used for any purpose in the interim.

OUTCOME B - REQUEST PARTIALLY FULFILLED

We have erased the personal data specified in your request, with the following exception(s), which we are required to retain: [Specify data category and legal basis for retention, e.g. "transaction records retained for 5 years under applicable financial record-keeping requirements"]. This retained data will not be used for any purpose other than the stated legal requirement and will be erased once that requirement lapses, per our Retention Schedule.

3. CONFIRMATION TO ANY DATA PROCESSORS

Where your personal data was shared with a Data Processor engaged by us, we have instructed that processor to erase or return the corresponding data, consistent with our obligations under Section 8(2).

4. FURTHER QUERIES

If you have questions about this response or wish to raise a grievance regarding how your request was handled, please contact:

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

If unsatisfied after exhausting this grievance process, you may escalate the matter to the Data Protection Board of India under Section 13.

Yours sincerely,

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