Managing data protection

• Enable the input of data collection and data processing

  Personal data may only be collected and used for specific purposes and on a well-defined legal basis.

  1. Go to the  Administration tab and select  Settings >  Use of personal data.
  2. Tick Use of personal data to enable the data collection and processing options.
  3. Make the data use purpose a mandatory field in Contact notes and/or Mail/Emails by ticking the checkbox.
  4. The change will take effect after restarting the application.
• Define the picklists for data use

  The data collection purpose, data source and legal basis can be documented for either accounts and/or individual contact persons. To start with, agree the possible values for the legal basis and data use purposes with your data protection expert to agree with all operational requirements.

  1. Go to the  Administration tab and select  Settings >  Use of personal data.
  2. Add a possible legal basis for data collection to the picklist under Data collection.
     Example: Contract fulfilment (GDPR Art. 6 para. 1 b), consent (GDPR Art. 6 para. 1 a, Art. 7)
  3. Add a possible data source for data collection to the picklist under Data source.
     Ex: Personal contact, telephone call, business directory
  4. Left-click  Suggest values to view and insert values that have already been used for picklist but are not currently available.
  5. Confirm your input by clicking OK.
• Set the available contact channels for consenting to data use

  Personal data may only be collected with consent. Define legitimate methods of communication for giving consent under  Use of personal data.

  1. Add a possible contact channel for Data use for advertising purposes to the picklist under Consent given by.
     Ex: letter, email, telephone call, personal contact
     
  2. Confirm your input by clicking OK.
• Set the available contact channels for subsequent data use

  Only approved channels may be used for subsequent customer contact for advertising purposes. Go to Data use purposes to create contact channels offered for subsequent communication.

  1. The default contact channels for advertising purposes are telephone, mail and email.
  2. Go to the  Administration tab and select  Settings >  Use of personal data to add further channels.
  3. Enter further contact channels in the user-defined fields "Additional channel 1" and "Additional channel 2". These fields will appear under the user-defined name in input wondows and as "Channel1" or "Channel2" in lists.
     E.g.: Instagram, Facebook