How to use the GDPR Toolbox?

Olivier de Lamotte -

The GDPR Toolbox is composed of several modules:

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You can learn how to use the Toolbox in video...

...or simply read what follows:

As a DPO, you'll have access to all modules.

1/ Data subjects erasure

Within this first module, you'll find several options:

  1. Bulk user erasure, in case you want to erase personal data (PII) from users within a certain time range;
  2. Manuel user erasure, if you're looking to erase all PII concerning a specific user/profile based on their email, first name and last name.
  3. Automatic user erasure: this feature is only accessible to DPOs and allows to set up automatic deletion rules based on your data retention policy. For instance, you can choose to erase all users who participated in a campaign in the last X weeks or months.

 

2/ Data subjects export

This module allows you to export all data about a specific user (again, based on their email, first name, last name). This will include all data from Qualifio campaigns and from the CRM.

 

3/ Default data protection texts

Within this module, you can set up defaults privacy texts for all your campaigns based on the website on which they will be published. You can either place this text underneath the identification form, or in a dedicated tab accessible from the top right corner of the campaign. You can also choose to do both.

 

4/ GDPR requests

As a DPO, this is the place you'll be able to manage all requests from. You can accept or refuse the erasure or GDPR export of users data, and keep track of all such requests.

 

5/ GDPR logs

As a DPO, this module helps you get an overview of all personal data manipulations in your Qualifio account. For example, you'll be able to see who viewed statistics, checked CRM info, or exported reportings. Logs can be sorted by date, action or user. You also get the possibility to export all logs.

 

6/ Overview of all questions

This module gives you an overview of all questions created in all campaigns of your Qualifio account. Questions are listed from the most recent to the oldest. If you see something suspicious, you may suspend the question immediately and directly from this module. This is particularly useful to monitor whether sensitive data is (inadvertently) being collected within your campaigns.

 

7/ Overview of all identification fields

This module gives you an overview all of identification fields created in all forms of your Qualifio account. If you see something suspicious, you may suspend the question immediately and directly from this module. This is particularly useful to monitor whether sensitive data is (inadvertently) being collected within your campaigns.

 

8/ DPO account management

This is where DPO(s) for your Qualifio account can be appointed. There's also a series of other options for the DPO, such as whether they want to review all GDPR exports or whether IP addresses should be collected in anonymous campaigns.

 

9/ Qualifio GDPR protection measures documentation

The Qualifio standard GDPR contract can be found here, along with our other measures for data protection. Those documents will be updated in time to reflect our latest measures.

 

The whole GDPR Toolbox has been built on an API and is accessible via this API. You can thus erase users, export data, etc. all from your master database, removing manual action and possibility of mistakes.

The GDPR Toolbox has 2 different views:

  • View for DPOs
  • View for users who are not appointed as DPO

The GDPR Toolbox is accessible for Marketers & Admins. Although, as long as they are not DPO they will not be able to validate erasure or exports, view the logs, they'll only see their requests and they won't be able to name other users DPO.

In the Advanced User rights (not in the GDPR Toolbox), you also have 2 possibilities:

  • Only let Admins access the GDPR Toolbox
  • Only let Admins do exports overall in Qualifio

 

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