Overview of Data Protection and Compliance
CompleteEmpire has a system implemented to assist with ensuring compliance with European General Data Protection Regulation (GDPR) and other countries privacy legislation and require businesses to protect the personal data and privacy clients and users.
In particular any business that has a client/subscriber base within Europe will need to ensure tat they have in place the processes to ensure compliance to the regulations.
CompleteEmpire now has the tools to allow Subscription Administrators to manage personal date with these compliance issues.
The definition of personal data includes information such as:
- Name
- Email address
- Physical address
- Telephone number
- Company name
- Credit card and bank account details
- Tax file numbers
- IP address, GPS location data and RFID tags
- Cookies and data about usage of online services
- Blog comments, support queries and testimonials
- Social media handles
- Date of birth
- Photos and videos
- Medical records, genetic and bio-metric data
- Sexual orientation, race or ethnicity and political stance
- Employee details and resumes of job applicants
Privacy - Configuration
Only Subscription Administrators have access to the Privacy Control Panel
- In the Main Menu click {System}>{Privacy} to open the Privacy view.
- In the Privacy Control Panel, Subscription Admins can turn on or off the following features.
- Opt-in Enabled - On/Off.
- Deidentify Enabled - On/Off.
Opt-in
After Opt-in feature is enabled, the following opt-in settings become available with three tabs presented in the view.
After Opt-in feature is enabled, the following opt-in settings become available with three tabs presented in the view.
- Automated - when the system detects active contact with the subscriber it will automatically reset the privacy period for the subscriber. If the subscriber has not been in direct contact with your business entity the the system will automatically process the 1st and 2nd Opt-in. A Opt-out emails is sent to the subscriber after a set period when the account has expired.
- Manual - send an email to the subscriber if the system is triggered by a action by a employee of the business entity.
- Page - when the Opt-in has been accepted by the subscriber a welcome page is generated. Includes an option to include a link to a subscriber survey.
Automated tab
- [Job] - Enabled [YES/NO} for automated job (actions)
- Set reminder date and email message header and body text to automatically send to the subscriber
- 1st Reminder - set/complete the following fields
- Send Prior not Expiry (Days) Set number of days before account expiry to send 1st reminder email
- Subject Set 1st reminder email’s subject line
- Body Set 1st reminder email body template
- 2nd Reminder
- Send Prior not Expiry (Days) Set number of days before account expiry to send 2nd reminder email. Automated 2nd Reminder Email Send Prior To Expiry must be less than 1st Reminder Email Send Prior To Expiry.
- Subject Set 2nd reminder email’s subject line
- Body Set 2nd reminder email body template
- Opt-Out
- Send On Expiry (Days) Set number of days when account is expired. Opt-Out email is sent on when Account’s last Contact date has reached Expiry Date.
- Subject Set Opt-Out email’s subject line
- Body Set Opt-Out email body template
- 1st Reminder - set/complete the following fields
- Logging
- Enable or disable Opt-in Automated job logging
- Click [Save Changes] - when the above field have been correctly completed to save your changes.
Manual tab
Manual Opt-In Email Setup. If Opt-In is enabled, Send Opt-in action is available in the user account.
A Send Opt-In email is generated and sent to Account’s Email.
- Subject - Set Manual Opt-in email’s subject line
- Body - Set Manual Opt-in email body template
- Click [Save Changes] - when the above field have been correctly completed to save your changes.
Page tab
Complete following fields to prepare the welcome page after successful opt-in to the subscription.
- Title - Title displayed on the Opt-in page
- Info Text - Set information body text on the Opt-in page
- Success Text - Set text display when successfully Opt-in
- Survey (optional) Set Survey link to be displayed on the Opt-in page
De-identify
De-identification means that a person’s identity is no longer apparent or cannot be reasonably ascertained from the information or data. In many jurisdictions it is necessary to remove personally identifiable information after a period of time when an account is closed or made inactive.
Deidentify can be enabled or disabled in CompleteEmpire via the right hand control panel in the Privacy view. This will activate the Deidentify Settings tab
- Click on the Deidentify switch to Enable/Disable.
Automated - creates a automated job where the process is managed with CompleteEmpire at a time set by the administrator.
Job tab
- Enabled - [Yes/No] to enable or disable Deidentify the automated process.
- Period (Year) - Set the number of years since the accounts last contact date before the account is automatically deidentified.
Logging tab
- Enabled - [Yes/No] to enable or disable the automated job logging process.
- Clock [Save Changes] to save your settings.
Logs
Logs tab displays the records of automated Opt-in and Deidentify jobs if automaton is enabled.
Opt-In and Deidentify tabs
- Select date range.
- Display of process date, account name and further details of actions taken and when for compliance purposes.
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