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Creating data use purposes

  • 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 Administration tab and select Administration Settings > Datennutzung 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
  • Specify processing purposes for personal data

    Personal data may only be used for specified purposes. All customer communication must be assigned one of the specified purposes.

    1. Go to the  Administration tab and select expand Data Use Purposes > neu New.
    2. Enter a Name for a data use purpose. Choose a descriptive and sufficiently broad term.
      E.g.: Newsletter, business events, customer campaigns
    3. Assign a Sort number to place important purposes higher up in the list.
    4. Use the checkboxes to select whether the purpose is intended for Data collection and/or for Data use for advertising purposes.
    5. In the Default settings for data collection, link that date use purpose to a Legal basis and/or information on the Data source. These options can either be input-enabled or locked.
  • Specify deletion periods for data processing

    Personal data may not be stored indefinitely, which is why correspondence must also be deleted after a reasonable period of time, depending on the intended use. Coordinate the retention periods with your data protection expert and, if necessary, other experts (tax consultants). They will differ depending on the purpose of use and also from company to company. In addition to legal requirements, operational requirements will also need to be considered.

    1. Enter a Retention period for Accounts/Contact persons (in days). The start of the retention period is specified in the account itself.
    2. Enter a Retention period for communication (mail, emails, contact notes). This retention period must be shorter than or equal to the retention period for accounts.
  • Specify contact channels for data usage

    Personal data may only be used for advertising purposes by preapproved contact channels. These can be defined independently for each data use purpose.

    1. Go to the  Administration tab and select expand Data Use Purposes > neu New > Contact channels.
    2. Tick the boxes for the contact channels available for this topic.