Data Protection Manager (GDPR)

Created by Martin Parkinson, Modified on Tue, 14 Nov, 2023 at 3:45 PM by Graeme Orchard

This is part of the changes introduced after version 1.00.17.213 to assist users in complying with the GDPR directive.

After version 1.00.18.100 it is possible to get the Data Protection Manager screen to automatically pop-up whenever a new candidate is added (e.g. Drag/drop)

Contents (Click an Item to Jump to that section)

TABLE OF CONTENTS

Data Protection Manager
- Tabs within the Data Protection Manager
Using the Data Protection Tabs

Data Protection Manager

At the top of the candidate (or contact) record is a small Padlock icon. Clicking this will open the Data Protection Manager screens.

Tip: The screen can also pop-up automatically when a new candidate is created.
This is controlled with parameter GDPR,Flag[5]

Tabs within the Data Protection Manager

There are several tabs within the screen, described below.

Data Receipt

Allows users to record how and when the data for this candidate was received. It is possible to store (Drag&Drop) supporting evidence for this data. You can also record a review date.

Data Policies

This section allows users to record whether an individual has opted IN/OUT from any relevant published Policies. Once again supporting evidence can be stored using Drag&Drop.

Data Statement (SAR)

This allows users to comply with SAR (Subject Access Requests) and produce a Data Statement giving details of the information stored about an individual. This report can then easily be posted or emailed to the individual concerned. The Data Statement SAR will be created in a .txt format and will be visible in the 'Docs/Documents' tab of the Candidate/Contact record.

The data removal features on this tab will allow users to easily remove all personal data for an individual, whilst leaving BASIC data such as Name, Reference No, creation Date, etc. for statistical, analysis and reporting purposes.

Journals (SAR)

This allows users to Produce a list of all the JOURNALS for the selected candidate as a "CSV" file so they can be sent in response to a Subject Access Request (SAR).

Ensure to tick the 'CSV' tickbox, to create a .csv file. The Journals SAR will be visible within the 'Docs/Documents' tab of the Candidate/Contact record, you will be able to open the file using Excel.

NB: This process only works for system using Journals V2 - older systems (Journals v1) cannot use this tab at present.

Update: After version 1.00.20.219 the tab has been enhanced to allow it work with the older Journals v1 systems.

Files and Folders (SAR)

This tab allows easy access to any stored files or documents related to the Data Protection features, such as emails indicating opt-in preferences, etc. These can be opened or deleted.

This tab allows easy control of communication with a candidate. It is possible to block/allow communication by various means such as email, telephone, bulk 'mailshots' etc.

Using the Data Protection Tabs

Below is a brief description of each of the data protection tabs, and how it can be used.

Data Receipt Record

This tab allows users to record how they obtained the data for this candidate.

Users can drag/drop and email or file onto this page to record how & when the data for this candidate was obtained. The system will open a JOURNAL ENTRY screen, and will allow the user to save the Journal to provide a record of when the information was added.

Any files or emails dropped onto this page will be stored in a folder, and can be accessed via the [Files & Folder] tab, or from the [Docs] page of the candidate record.

A count of the number of documents related to data receipts is shown at the bottom left of the screen. Clicking the folder icon will take users into a list of these files so they can be opened or examined.

Users can record general notes relating to the data receipt in the large white space on screen.

You can record a 'review date'. It is possible to search for candidates from the [Candidate] workbench using this review date. (after v1.00.18.100)

Data Policies

This tab displays any policies which have been ticked as requiring "GDPR Management" within the Policy Manager. It can be used to record if this person has opted IN/OUT from each of the listed polices.

User may either manually choose how the person opted IN/OUT by clicking the relevant column and using the drop-down menu or can Drag/Drop a file or email onto this page .

It is possible to Drag/Drop a File or email onto this tab.
The first time a file is dropped into this page, the system will pop-up a screen giving the user the option to opt the candidate IN/OUT from any of these policies.

If any of the policies have been opted IN/OUT then dragging on a file will ask the user to select a single policy and then prompt whether the file is used to opt IN/OUT.

In the case that some of the policies have already been dealt with, then the dialogue box can also be opened manually by clicking the [Multi] button at the bottom left of the screen.

The system will then open a JOURNAL ENTRY screen and create a Journal recording the receipt of this file and what was opted into or out of.

There is a counter at the bottom of the screen indicating how many files relating to data polices have been stored. Clicking the counter will open a list of these files which can be examined.

Clicking the [create] button will generate a Data Statement for this candidate (or Contact).

[ ] Included Null Values	This will include every field in the database tables, even if they are empty, this is not usually necessary and is best left unticked
[ ] Toolbar Notes and Warnings	This will include details of text stored in the various 'Text' items available from the Notepad icon at the top of a candidate record. It is probably best to tick this option if you are not sure.

The data statement can be seen in the large white area and can be copied/pasted from here. The system also generates a *.txt file which can be seen on the [Files & Folders] tab as well as on the [Docs] tab of a candidate record.

[Remove]

To remove candidate data from the system, you can click the [Remove] button. This will most details of their record, leaving only basic data such as their Name, and the Reference Number.
This option is protected by a PASSWORD, which should only be given to those personnel you wish to be able to remove this detail.

Note: This will not remove any files from the system. Users will need to look at the [Files and Folders] tab to decide which files they wish to remove.

(The reason for this is that there may be legal documents or information that you would want to keep for statistical purposes, which is allowed under the GDPR regulations and automatically removing this would not be sensible.)

Data Statement (SAR)

This tab allows users to easily extract any data stored about the candidate (Name, address, email and any other basic fields stored on their record card).

To produce the data, select the [Data Statement (SAR)] tab and click the [Create] button - bottom left.

Optional- If you would like the data produced as a CSV file, tick the box CSV [ ]

Optional - If you would like the data to include'Null' (blank) fields, tick the Include Nulls [ ] box

Optional- If you would like the data produced to include details of any 'Notes' added using the small 'Notepad' icon in the toolbar of the candidate record, tick the box labelled Toolbar Notes [ ]

Once you have the required data on-screen, you can select all of the information, and then copy it (Crtl-C / Ctr-V) and paste it into an email to send all of the requested data.

HOW TO REMOVE 'PERSONAL' DATA

Sometime it is useful to leave the record on the database, but to remove all "Personal" data such as Address, Postcode, mobile number, email address, etc. This can be done using the [Remove] button at the bottom right of the screen.

This is often useful so that you retain details such as the number of candidates that "Registered" within a given month, but will ensure that all of the PERSONAL data that can be used to identify a specific individual is removed.

NOTE: Name is not considered as personal information - after all, there can be more than one "John Smith" in the world, but there is only one John Smith at a particular Address, email, with a specific mobile No., etc, etc.

ALSO - When you remove the personal data using the REMOVE button, the system will write a note to that effect on the 'CV' tab, and the 'Summary' tab of the candidate as a record that this data was manually removed -> See below.

The system will also change the STATUS of the candidate (usually to REMD - Removed). This Status change will be recorded in the Status Change log, so you can see the date/UserID who removed the data, by clicking the small (ℹ️) at the bottom of the screen.

NOTE: The option to remove all of the personally identifiable data can be protected with a password - users must enter the password before they are allowed to remove data.

Journals (SAR)

This tab allows users to easily extract any Journals recorded in the system and send these as a CSV file to the candidate.

Click the padlock and choose the [Journals (SAR)] tab.

Press the [CREATE] button to generate a preview of these Journals on-screen, which can then be copied/pasted into an email or onto a text file and sent to the candidate.

Optional
Tick the CSV [ ] option if you would like the information generated as a CSV file, or for candidates with a very LARGE number of Journals which cannot be accommodated in the simple on-screen version.

the generated file will be saved/stored on the [DOCS] tab of the candidate record (See below)

Files & Folders (SAR)

This tab allows users to easily see any files or folders related to either data receipt or policy acceptance.

Clicking the 'sheet of paper' icon will allow users to open the file, whilst the bin will allow users to delete the file.

[Delete All] This will delete all of the listed files in a single action. It is protected with a PASSWORD, which you should keep under control.

This tab allows users to easily control which communication methods should be allowed for this candidate. Simply click in the 'Block/Allow' column to control each method.