GDPR - Zr Ware™ Data Protection Officer

Index

1. What is GDPR?
2. How does Zr Ware™ assist me as a data protection officer in complying with the GDPR regulations?
3. What does the Data Protection Officer do after making a request to Access the Clients Data?
4. What does the Data Protection Officer do after making a request to Forget a Client?
5. What can block individuals from having their data forgotten?

What is GDPR?

GDPR Website

 

How does Zr Ware™ assist me as a data protection officer in complying with the GDPR regulations?

You will need to be given the Data Protection Officer role in Zr Ware™ by an HQ Admin. If you have this role, you will see the option to click on the GDPR admin page. If you do not have this role, send in a support ticket and request access to the Data Protection Officer Role.

Click on Admin > GDPR

This page gives the data protection officer(s) a dashboard to visually see where they are on each request while also giving them the ability to create new requests and edit existing ones.

1. Filters - Use these filters to filter the table of requests below. The filters are connected to the checklist on the Edit Request page (see step 13).
2. Create New Request - This is where you will create a new request. When clicking on the Create button, a new box will appear where you can enter the customers email and what type of request the customer has sent in.
   
3. Request History - By clicking on this arrow, you will see a log of every saved change that was made to this request.
   
4. Request ID - Each request will have an ID associated with it. This allows you to work with third parties in identifying your customers by ID instead of using their personal information.
5. Days Open - A counter that goes up each day since the request was created. This can be used to help identify how long a request has been in the system. 
6. Email - Email of the customer that sent in the request.
7. Request Type - There are two types of requests. Right to Access or Right to be forgotten.
8. Status - 
   • Identity Verified: Checkmark will show if a Data Protection Officer has checked that they verified the identity of the customer (See step 13).
   • Purged: Icons will show here depending on what step of the purging process this request is on. You can hover over the icons to see what each icon means.
9. Third Parties - Icons will show here depending on what step has been selected by the Data Protection Officer(s) (See step 13).
10. Comment - A comment icon will show up here if a comment by a Data Protection Officer has been made (See step 13). You can hover over the icon to see a preview of the comment. 
11. Created By - The user who made the change on this request.
12. Created Date - The timestamp on when the request creation/change was made.
13. Edit - Click here to edit the request. These form inputs are to help the Data Protection Officer keep track of where they are in the request process.
    
    
    • Mail Icons - You can click the mail icons to automatically open up your default mail system. Double check that you are emailing a valid third party email address. Make sure that you are emailing this third party from from an approved email address. You may need to adjust your default mailing settings so that you have the option of changing your 'from' email address to the approved one.
    • The button to access the clients data or purge the clients data will not be active until you have marked the Due Diligence Completed box. This means you have done your part.

 

What does the Data Protection Officer do after making a request to Access the Clients Data?

If the Officer clicks on 'Access Data', a json file will download with all of the customers data. You can now send this and any other data that you collected from third parties to the customer.

 

What does the Data Protection Officer do after making a request to Forget a Client?

If there is nothing stopping a purge from moving forward (See blocking issues below). Zr Ware™ will completely purge that clients data. Clients will be tagged as purged in the system and all the personal data attached to that client will be replaced with "------". The data officer can now let the customer know that their data has been purged.

Note: Only primary residential contacts will have all of their pii(personal identifiable information) data removed. See blocking issues below.

                 

What can block individuals from having their data forgotten in Zr Ware®?

There are some things that can block an individual from having their data forgotten. These blocking issues will need to be fixed before they can move forward purging their data. Some examples of blocking issues are:

1. If the customer has any open or unpaid invoices, the Data Officer will get an error when trying to purge their data.

2. If the customer's email is the primary email on a commercial contact, the Data Officer will get an error when trying to purge that customer's data. Create a new primary contact in order for Zr Ware® to allow you to purge that customers commercial contact info. 

3. If the customer is a secondary contact on a commercial or residential client, only the contact information will be redacted from that client.

   • This will not purge the contacts addresses if they are linked to any bookings
   • This will not purge the contacts email or any other personal information if it's on another contact in the system.
   • The purge will only affect the contact that had that email address, it won't affect other contacts on that client record.