With the potential for data to get lost and misused we have incorporated a way to view and manage the privacy details across a whole database. The new Data Privacy Manager shows a total of 20 charts analysing the data in many different ways.
For those charts that it is relevant, it is possible to click charts elements to show the underlying data on the Account List, and of course, from there the data can be managed using the normal Assign tools.
To apply a filter directly to the Account List for graphs, simply hover over the desired data point, and then click on the tooltip. For tables, simply click on the link located in the desired cell.
To get to the Data Privacy Manager page you will need to go to Menu, Tools > Privacy > Data Privacy Manager.
This page contains five page tabs with charts as follows:
Overview
Lawful Type Usage
Shows how many contacts have each Lawful Type selected on at least one active Privacy Detail.
Channel Usage
Shows how many contacts have each Channel selected on at least one active Privacy Detail.
Category Usage
Shows how many contacts have each Category selected on at least one active Privacy Detail.
Contacts with Active Privacy Details
Shows how many contacts have at least one active Privacy Detail versus those who do not.
Channel and Category Comparative Usage
Shows how many contacts have a certain Channel and Category combination selected on at least one active Privacy Detail.
Trends
Active Contacts Gained Per Month
Shows how many contacts became active each month.
Active Contacts Lost Per Month
Shows how many active contacts became inactive each month, i.e. where they no longer have active Privacy Details.
Net Active Contacts Gained Per Month
Shows the net change in the number of active contacts each month. This is measured as the difference between the number of inactive and active contacts acquired.
Total Active Contacts Per Month
Shows how many contacts were active each month.
Expires Due (in next 12 months by month)
Compliance with a Legal Obligation Expiring
Shows how many contacts have one or more Privacy Details with a Lawful Type of 'Compliance With A Legal Obligation' that are due to expire over the next 12 months (not counting withdrawals).
Consent Expiring
Shows how many contacts have one or more Privacy Details with a Lawful Type of 'Consent' that are due to expire over the next 12 months (not counting withdrawals).
Legitimate Interest Expiring
Shows how many contacts have one or more Privacy Details with a Lawful Type of 'Legitimate Interest' that are due to expire over the next 12 months (not counting withdrawals).
Performance of Contract Expiring
Shows how many contacts have one or more Privacy Details with a Lawful Type of 'Performance Of Contract' that are due to expire over the next 12 months (not counting withdrawals).
Protecting a Vital Interest Expiring
Shows how many contacts have one or more Privacy Details with a Lawful Type of 'Protecting a Vital Interest' that are due to expire over the next 12 months (not counting withdrawals).
Public Interest Expiring
Shows how many contacts have one or more Privacy Details with a Lawful Type of 'Public Interest' that are due to expire over the next 12 months (not counting withdrawals).
Consent Withdrawls
Contacts with Consent Withdrawals Last 12 months (by month)
Shows how many contacts withdrew a Privacy Detail with a Lawful Type of 'Consent' over the last 12 months.
Breakdown of Contacts With Consent Withdrawals Last Month
Shows how many contacts withdrew a Privacy Detail with a Lawful Type of 'Consent' last month. Broken down by Channel and Category.
Breakdown of Contacts With Consent Withdrawals This Month
Shows how many contacts withdrew a Privacy Detail with a Lawful Type of 'Consent' this month. Broken down by Channel and Category.
Requests
Subject Access Requests Last 12 months (by month)
Shows how many Subject Access Requests have occurred over the last 12 months. These requests are counted whenever a response with a type of 'Subject Access Request' is logged against an account.
Deletion Requests Last 12 Months (by month)
Shows how many Deletion Requests have occurred over the last 12 months. A Deletion Request is counted when any contact is deleted for Data Privacy reasons.
An option has been added to the User Profile setup to control whether or not each user can access the new Data Privacy Manager page. This option can be found in the 'Permissions' section of a User Profile.
The User's initial screen can be set to the 'Data Privacy Manager' page as the first screen after logging in.
In order to be able to track Subject Access Requests, we have added the ability to configure a response 'Type'. At the release date all existing responses will be set to have a 'Standard' type. Using a response in the Wrapup which has a type of 'Subject Access Request' will cause it to be counted towards the data displayed in the 'Subject Access Requests' graph in the Data Privacy Manager.
The Data Privacy Manager will be accessible on the following system types: DigitalPro CRM, CallPro CRM, ManagePro CRM, and DataPro CRM.