Data Anonymization Request Form for Research Purposes

Streamline Your GDPR-Compliant Data Anonymization Requests with Paperform

When conducting research with personal data under GDPR regulations, proper anonymization isn't just a best practice—it's a legal requirement. Organizations across the EU need a structured, compliant way to manage data anonymization requests that balances research needs with data subject rights.

Our Data Anonymization Request Form for Research Purposes provides researchers, data protection officers, and compliance teams with a professional solution for documenting anonymization requirements, assessing re-identification risks, and maintaining GDPR compliance throughout the research lifecycle.

Why Data Anonymization Requests Need Proper Documentation

Under GDPR Article 89, research organizations can process personal data when appropriate safeguards are in place—and anonymization is one of the most effective safeguards available. However, not all anonymization is created equal. A well-documented anonymization request ensures that:

• Research objectives are clearly defined and aligned with data minimization principles
• Appropriate anonymization techniques are selected based on data sensitivity and use cases
• Re-identification risks are properly assessed before data is released for research
• Compliance officers can audit anonymization decisions and maintain accountability
• Data subjects' rights are protected while enabling valuable research outcomes

This template helps organizations create a transparent, repeatable process for evaluating and approving anonymization requests—turning what could be an ad-hoc process into a defensible compliance framework.

Who This Form Is For

This template is designed for organizations that need to balance research innovation with GDPR compliance:

Research institutions and universities conducting studies involving personal data can use this form to standardize how researchers request anonymized datasets, ensuring ethics committees and data protection officers have the information they need to approve requests confidently.

Healthcare and clinical research organizations handling sensitive patient data benefit from the detailed risk assessment sections that help evaluate whether proposed anonymization techniques meet both GDPR standards and sector-specific regulations.

Market research agencies and data analytics firms working with client data can demonstrate due diligence by documenting anonymization decisions and techniques, building trust with clients and regulators alike.

Data protection officers and compliance teams across industries gain a structured intake process that captures all relevant details about anonymization requests, making audits smoother and reducing the risk of non-compliance.

Corporate research departments in technology, finance, and other data-intensive sectors can implement this form to create an internal approval workflow for accessing anonymized datasets, protecting the organization while enabling innovation.

Key Features That Ensure Compliance and Clarity

This template goes beyond a basic request form by incorporating GDPR-specific requirements and research best practices:

The research purpose specification section ensures requesters articulate legitimate research objectives and explain why anonymized data is necessary, satisfying GDPR's purpose limitation and data minimization principles.

Detailed anonymization technique selection allows requesters to specify whether they need pseudonymization, aggregation, generalization, data masking, or other techniques—complete with descriptions of how each will be applied to the dataset.

The re-identification risk assessment section evaluates factors like data linkability, background knowledge availability, and the presence of quasi-identifiers, helping compliance teams determine whether proposed anonymization provides adequate protection.

Data retention and destruction timelines are captured upfront, ensuring anonymized data doesn't live longer than necessary and aligns with research project lifecycles.

Access control and security measures documentation ensures that even anonymized data is handled with appropriate safeguards, reducing the risk of unauthorized access or misuse.

Automate Your Anonymization Approval Workflow

With Paperform's powerful integrations and Stepper workflow automation, you can transform this form from a simple intake tool into the foundation of an end-to-end anonymization management system.

When a researcher submits an anonymization request, Stepper can automatically:

• Route requests to the appropriate reviewer based on data sensitivity, research category, or organizational unit
• Notify data protection officers when high-risk requests require additional scrutiny
• Create tickets in project management tools like Jira, Asana, or Monday.com to track the anonymization process
• Update compliance databases or register the request in your data processing inventory
• Send conditional approval workflows where requests move through ethics review, technical assessment, and final DPO sign-off
• Generate audit logs by pushing submission data to secure storage for regulatory inspection

This automation means your compliance team spends less time on administrative coordination and more time on substantive risk assessment—while researchers get faster, more transparent responses to their data requests.

Collect, Analyze, and Improve with Built-In Intelligence

Paperform's AI Insights feature helps compliance teams identify patterns across anonymization requests, spot emerging risks, and refine their anonymization policies over time.

Analyze submissions to discover:

• Which anonymization techniques are most commonly requested and whether they're appropriate for your data types
• Common re-identification risk factors that appear across multiple requests
• Research departments or projects that may need additional GDPR training or guidance
• Turnaround times for different request types, helping you optimize your approval workflow

This intelligence transforms your form from a one-time capture tool into a continuous improvement engine for your data protection program.

Designed for GDPR, Built for Real-World Research

This template balances regulatory rigor with usability, ensuring researchers can submit complete requests without needing a law degree, while giving compliance teams the detailed information they need to make informed decisions.

Conditional logic guides requesters through only the relevant questions based on their data types and anonymization techniques, making the form feel intuitive rather than bureaucratic. Clear help text and examples educate submitters on GDPR requirements, reducing back-and-forth and improving first-time approval rates.

Start Building GDPR Compliance Into Your Research Workflow

Whether you're a university managing hundreds of research projects, a healthcare organization conducting clinical studies, or a corporate research department exploring customer insights, this Data Anonymization Request Form helps you implement a transparent, auditable process that protects data subjects while enabling valuable research.

Paperform's SOC 2 Type II compliance, data residency controls, and enterprise-grade security mean you can trust the platform to handle sensitive request information. With unlimited submissions on higher plans and straightforward pricing, you can scale your compliance program as your research activities grow—without worrying about per-request fees or arbitrary limits.

Build better GDPR compliance, faster research approvals, and stronger data protection with Paperform's Data Anonymization Request Form template.