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Complying with data protection requirements (GDPR)

  • Document the origin of account data (data collection)

    Personal data may only be collected for specific purposes and on a specific legal basis. Both need to be documented when creating a new account or a new contact person.

    1. Go to the   Use of personal data tab in the side navigation.
    2. In the upper part of the input window, click on Data collection > neu New.
    3. Select a Data use purpose for data collection from the picklist. The list can only be extended by a user with administraive rights under Administration > Data use purposes.
    4. Select the Legal basis for data collection from the picklist. The list may be preset and/or enterable depending on the administrative setting.
    5. Select a Data source from the picklist and, if applicable, click on the button to link a mail. Alternatively, enter further information on the data origin in the field Source reference or insert a scanned document as an image.
    6. Enter a Retention period for personal data related to the account. The retention period may differ in accordance with the legal basis of the data collection (Set retention periods for data processing).
    7. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Create a declaration of consent to the subsequent use of personal data (data processing)

    Personal data may only be used with consent and exclusively for the purposes specified. Document consent when creating a new account or contact person.

    1. Stay on the  Use of personal data tab in the side navigation.
    2. In the lower part of the input window, click on Data use for advertising purposes > neu New.
    3. Select an entry for Consent given by from the picklist and, if applicable, click on the button to link a mail. Alternatively, insert a scanned document as an image.
    4. Activate the purposes and media for which you have been granted permission by clicking Yes .
    5. Any purposes or media for which you have not been granted permission will automatically be marked No.
    6. If you do not have any information on specific topics or media, do not mark any of the fields.
    7. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Change the declaration of consent to the subsequent use of personal data (data processing)

    Declarations of consent cannot be changed, only superseded by later declarations.

    1. Create a new declaration of consent for Data processing for advertising purposes based on the changed information.
    2. The older declaration is automatically deactivated when a newer one is saved.
    3. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Respond to a data subject access request

    Every customer or other contact has a right to request a summary of the data you have on them. Coordinate with your data protection expert exactly which data must be made available to customers. You can obtain a sample text template providing basic data from your Bp event account manager.

    1. If you are working with the standard version of Bp Event, select an appropriately configured Text template, which lists all the required fields.
    2. If you use the CRM plus module, select an appropriately configured Data sheet to inform your customers according to data protection rules.
  • Exclude accounts from the search results

    Personal data must be deleted if it is no longer needed, the use purpose is obsolete or the data subject requests deletion. The actual deletion of the data is not required by law, it is sufficient to completely block the data, making the information inaccessible.

    Accounts are never completely deleted in Bp Event, but can be excluded from the list of search results for standard or even advanced searches.

    1. To exclude an account or contact person from the standard search results, change their status to  inactive. The account can be reactivated at any time.
    2. To exclude an account from the advanced search, click on Robinsonliste Robinson list in the account toolbar. The account can then only be accessed and reactivated by the limited group of users who have read and change rights to the Robinson list.
    3. Individual contact persons belonging to the same account can also be marked on the list of contact persons and removed from the list and search results by selecting Robinsonliste Robinson list .