Privacy Details can be added, edited and viewed for all contacts in an Account while within the Account itself.

These Privacy Details show the processing Channels and Categories which are permitted to contact the Contacts on the Account.

Account List Filter

It is possible to filter the account list to see Contacts with/without certain Privacy Detail criteria.

The table below describes what each of the Data Privacy filters do above.

Privacy Details Tab

The Privacy Details tab can be added to the additional tabs in a panel view in the system. This then allows the user to see which processing Channels and Categories can be used with each Contact in the Account.

There are three drop down options in the tab:

Contact: You can choose to see the currently selected Contact (denoted by the black dot in the grid view, or by the current Contact in the tab view), or specify a Contact by name. If you are using the currently selected Contact option, when you change the Contact you have selected, the tab will reload below.

Category: You can choose to see any processing Category, or just one Category by choosing it from the list.

Channel: You can choose to see any processing Channel, or just one Channel by choosing it from the list.

Once you have chosen your filters, you can click 'Apply' to view the results. Alternatively, you can click 'Reset' to change these to 'Currently Selected Owner', 'Any' and 'Any' respectively.

When you select - All Contacts - there is a tool tip on each result which will identify which User this Privacy detail relates too

Preference Centre

This is a Pre-defined Call Guide which can be added as a Panel so the Users can easily select the Processing Channels and Categories without having to select the Privacy button. To know more about adding this panel click here.

Privacy Window

You can access the Privacy Details by clicking on the

button in the top bar, or by clicking on the

button within the Contacts panel.

The Lawful Type is the reason you are allowed to process data for the Contact, this could be because they have given Consent, or a similar other reason.

The Last Updated By shows the last user who updated the Privacy Detail. The Updated Date shows the time it was last updated and the Created Date shows the date it was first created.

The Start Date and End Date define the time period which the Privacy Detail is valid for. The Withdrawn Date shows if this Privacy Detail has been ended prematurely and when this was done. The Active Column shows a tick if the current date is between the Start and End Dates and the Privacy Detail has not been withdrawn. If the saved column is a cross, you need to save the account for this Privacy Detail to be saved, they are not saved automatically when created.

Adding Privacy Details

To add new Privacy Details, click on the

tab at the top.

Here you input all of the information for a Privacy Detail. If you already have a Template configured you can also select that here.

You must add a Lawful Type from the list, which will depend on the reason you are able to process the Contact.

The Date Range is also mandatory, you must specify when you will be able to process the Contact's information.

Additional Info is optional. It allows you to add extra notes or context for the Privacy Detail.

Withdrawn Date is the date the Privacy Detail no longer applies, but is only necessary when this is ending prematurely, before the End Date. Usually this will be blank when you create a new Privacy Detail, but can be added in later.

The Processing Details section shows you which Categories and Channels you can use with this Contact based on this Privacy Detail.

In the example above, if you are able to use Emails to contact the Contact about Email Marketing and Licence Changes, you can click on the tick just underneath 'Email' to select the entire column. This is the same for the Categories with rows. You can also click on any green boxes to change them back to red crosses if you need to.

Once you have filled in all of the required information, click on

to add the Privacy Detail.

Updating Privacy Details

If you need to edit existing Privacy Details, you can click on the cogwheel under Actions.

This will then take you to a similar page as when creating Privacy Details:

The only difference on this page is that the

button has been replaced by

Data Privacy Change Log

This can be found by clicking on the 'Change Log' button once inside a single Privacy Detail, as seen below:

Whenever changes are made to existing Privacy Details you can see which changes were made and when. In the below example I will explain what was changed and how we know what was changed:

You can see in the above example that the field 'End Date' had been incremented by 10 years, and two processing details were changed, one was selected and one was unselected.