There are several options relating to GDPR in the Drive System;
- Consent for Communications and Datamining
- Anonymising Data
- GDPR Relevant Options
- Clearing Communications
- GDPR Access Requests and Reports
- Tools
Consent for Communications and Datamining
1. To access the GDPR consent section for client's communications, go to Drive Desktop > Client & Contact Database, and double-click to open the relevant client.
Click on the button, this will open the GDPR Consent window that enables you to record where consent has been received from individuals and when it was received.
There are several communication consent options. You can select those which are appropriate to your business and through which you need to record GDPR opt-ins. You will be able to enter in the date that the Opt-In consent was received or if the person has Opted Out, the date that they opted out. You will also be able to enter in an expiry date for the consent if required. The staff member that updates these fields will be recorded along with a date and time updated. Click OK when ready.
To set up other categories of communication or edit existing categories go to Tools > Lookups > GDPR Categories. From here you can Add, Edit, and Delete categories.
2. To access the GDPR consent section for Datamining clients, go to Marketing > Data Mining > New or Open Query. You will get the below screen - click on the GDPR tab.
As with the communications consent for Clients, you will need to tick the boxes for those you will allow.
Anonymising Data
You can anonymize data for current clients/ contacts and closed clients, contacts, prospects, staff, and suppliers. This will 'X' out the client or contact’s name, address, and contact details. This option is irreversible.
To anonymise data, go to Drive Desktop > Client & Contact Database and find the relevant name. Once highlighted, right-click and select Anonymise as below.
If the client/contact is not closed or has a balance on their account, the system will confirm if you would like to continue. You will get the below pop-up to confirm the action before it is completed.
GDPR Relevant Information
You will have an option on all forms of communication for email and phone to mark it as GDPR relevant - to enable, tick the box as shown below.
You may also notice this tickbox in other areas on Drive - ticking this will allow for only clearing GDPR-relevant data if you clear communications.
Clearing Communications
It is possible on Drive to clear communications for clients, contacts, suppliers, and staff. You may need to do this if a client or supplier ceases their business with you. To use this function go to Tools > GDPR > Clear Communications. The below window will appear.
You can tick the box for the clients, suppliers, or staff on the right and then select the correct option from the dropdowns. Select whether you only want to clear the GDPR Relevant information using the tick box, choose the date you would like to clear up to, and tick which communication types you want to clear before clicking OK.
GDPR Access Request/Report
This report will show all the general client data, personal contact information, and Communications history (where the communication is marked as GDPR relevant). It will also include fields that you marked as GDPR relevant in Drive.
You will be able to run this report if a client makes a GDPR Access Request. To run it, start by highlighting the client in the Client & Contact Database, right-clicking, and selecting GDPR Access Request.
Drive also gives an audit trail in Drive Desktop > GDPR Events where all the system exports including datamines, subject access requests, right-to-be-forgotten requests, and any Client/Supplier, Staff related reports which contain personal information can be found.
Tools
In DRIVE Tools, we also have the following GDPR options:
- Clear Communications (see steps above)
- Anonymise Closed Clients, Closed Contacts, Closed Prospects, Closed Suppliers, and Closed Staff (see steps above)
- Import Opt-In/Opt-Out List: This option allows you to import in lists of those who want to opt-out of certain communications.