Consents
Contents
Introduction to Consents
Consents management provide the mean to acquire, update and use consents information. For example, it is possible to use Privacy Now® as a central repository of information about all the consents. Information about consents can be created and updated manually or interfacing Privacy Now® with external system. See the paragraph Configuration of consents for more information.
Workflow
A new consent can be created using the Add New functionality and choosing "New Consent". Alternatively, a new consent can be automatically acquired or updated by an external system.
A workflow enables to move consents" in several statuses as shown in the following picture.
The following table explains the meaning of each status:
| Status | Description |
|---|---|
| Default | A temporary status when the consent is initially created before the first save. |
| Valid | A consent in this status is valid and its information can be used accordingly. |
| Wrong email | This status is set (manually or automatically by an external system) when ……………TBC.. |
| Expired | In this status a consent is expired and therefore should be removed. |
| To be Removed | In this status, the consent shall be removed (the status is used to identify consents by the automatic removal procedure). |
Information
Consent records are organized in three sections:
- Identification, where identification data of the consent are recorded,
- Ownership & Organization, containing the assignment of the key roles enabled to manage the consent;
- Consent Details, with the details of the consent;
Detailed information on the meaning and use of every field can be found by pointing the mouse on the (i) next to each field. This will activate a tooltip with a brief description of the field.
Additional information can be found in the secondary forms of the record: attachments, related items, messages and history. See How To for more information.
Privileges
Consents can be automatically created by authorized external systems or by the users to whom the corresponding privilege is granted (see Users & Groups for more information on how to set this privilege).
The lifecycle of the consent is managed by the roles described in the table below. Groups are pre assigned to the roles according to the settings (see Settings for more information on how to set these defaults). Initial assignments can be modified according to privileges choosing among the enabled groups (see once again Settings for more information on how to enable groups).
| Role | Description |
|---|---|
| DPO Group | Members of the group assigned to this role have full privileges. They can:
|
| Data Controller Group | Members of the group assigned to this role have view (read) privileges. |
| Data Processor Group | Members of the group assigned to this role have several privileges. They can:
|
| Audit Team | Members of the group assigned to this role have view (read) privileges. |
However, some steps may be performed automatically (see the paragraph dedicated to warning and alerts).
Warning and alerts
Four levels of warning are foreseen. How to set them.... How to configure related messages...
Reports
The list of consents can be filtered and exported to excel format from the view Consents.
Configuration of consents sources
TBC
Removal of consents
Removal of single consent records
Bulk removal of consent records
TBC
