Settings

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Introduction

This part of the guide covers some fundamental settings which are needed to work with Privacy Now®:

  • Master data
  • Application settings

Master data

Master data tables contain the sources data of the fields using single or multi choice options.

Master data tables are preloaded with initial values when the environment is initially created. These values can be later changed by users with the Admin field set to "True".

Editing of master data table can be done from the left menu Settings/Data Sets or directing from the records using the fields based on the master data (in both cases if the user has the required privileges).

The table below lists the master data tables and provides a short description of their content.

Access menu Description
Settings/Data Sets/Access Requests/Access Requests Types The types of access requests, e.g. "Personal data deletion.
Settings/Data Sets/Access Requests/Communication Channels The communication channels used to acquire the access request, e.g. "email".
Settings/Data Sets/Access Requests/Results Notification Methods The communication channels to be used to communicate the results of an access request, e.g. "email".
Settings/Data Sets/Access Requests/Data Subject Types The type of subject requesting the access request, e.g. "employee".
Settings/Data Sets/Access Requests/Relationships to Data Subjects The type of relationship between the access request requester and the data subject representative, if any, for example "family relationship".
Settings/Data Sets/Actions/Action Type The type of action, for example "corrective".
Settings/Data Sets/Consents/Consent Categories The category of the consent, for example the consent to send a newsletter. This table is very likely to be updated.
Settings/Data Sets/Consents/Consent Sources The source where the consent is given or denied, for example a "contract".
Settings/Data Sets/Consents/Consent Subjects The subject giving the consent, typically a person.
Settings/Data Sets/Consents/Consent Matching Mail The email address of the recipient where the consent is sent.
Settings/Data Sets/Issues / Non Conformities/Issue Types The type of issue, i.e. an "issue" or a "non conformity". These values are unlikely to be modified.
Settings/Data Sets/Privacy Impact Assessments/PIA Reference Period Th timeframe to which the privacy impact assessment refers to, for example "2018 Q4".
Settings/Data Sets/Processing Activities/Access Applications The applications which may be used to access 'personal data', for example "web browsers".
Settings/Data Sets/Processing Activities/Access Connections The connections which may be used when accessing 'personal data', for example "internet".
Settings/Data Sets / Processing Activities Access Devices
Settings/Data Sets / Processing Activities Affected Personal Data Categories
Settings/Data Sets / Processing Activities Data Locations
Settings/Data Sets / Processing Activities Data Processing Purposes
Settings/Data Sets / Processing Activities Data Repositories
Settings/Data Sets / Processing Activities Data Subjects
Settings/Data Sets / Processing Activities Data Types
Settings/Data Sets / Processing Activities Extra EU Measures
Settings/Data Sets / Processing Activities Lawful Bases for Processing
Settings/Data Sets / Processing Activities Processing Activities
Settings/Data Sets / Processing Activities Provision Agreements
Settings/Data Sets / Processing Activities Retention Period
Settings/Data Sets / Processing Activities Suppliers
Settings/Data Sets / Processing Activities Tool Operative Environments
Settings/Data Sets / Processor / Controllers Entities
Settings/Data Sets / Processor / Data Controllers Officers

Application settings

Privacy-Now ® show in Settings/Application Settings the setting ticket.

Process Level setting gain on Company level if defined. The process defined and describe in wiki are:


Settings/Application Settings link open the SettingTicket.

Selecting the record shown, the Administrator can see and change the Settings Application properties. The information are presented five sections:

  • Trackings
  • Settings
  • Group Settings
  • License Details
  • Purchase History

The table below report the fields and a short description of them:

Section Field Description
Tracking code Automatically created by the system identify uniquely the record information
Tracking Project/Service Project service created when the service is initialized
Tracking Ticket Type Identify the process the information refer to. In our case "Settings"
Tracking Ticket Op Status Each process on the system is based on a workflow. This field report current status value.
Tracking Subscription Id Unique identfier of subscription. This vaule will be used also by renewal process.
Settings Consent Matching Mail This field contains the emails values read by the Consent process to load automatically the consent ticket
Settings Consent Matching Mail This field contains the emails values read by the Consent process to load automatically the consent ticket
Settings Consent Subject Matching criteria Used by the Consent process, the User can select from two possible value: "Mail","Username". This information is used to identify the User the consent information belongs to comparing the "Mail" or the "Username" stored in Privacy-Now ® with the value present into the Consent mail.
Settings Delete Ticket The Administrator can cancel physically a ticket from database inserting a ticket number and selecting the command DELETE TICKET
Settings Group Settings This section is quite important. Here the Administrator can model the behavior of each process, addressing there right role, group of people to the right set of privileges. The table below shows the information reported in each fields:
Field Description
Process This selection enable the Administrator to select a specific process or Default. Default refer to Company level of setting. Click on the yellow folder to select one item from the list.
Load This button load the existing information and load it on the ticket
DPO Default This selection enable the Administrator to select which group will act as Data Protection Officer by default for the selected process or at company level
DP Default This selection enable the Administrator to select which group will act as 'Data Processor by default for the selected process or at company level
DC Default This selection enable the Administrator to select which group will act as 'Data Controller by default for the selected process or at company level
AUD Default This selection enable the Administrator to select which group will act as 'Auditor by default for the selected process or at company level
DPO View This selection enable the Administrator to select which groups can be added to the default and act as Data Protection Officer for the selected process or at company level.
DP View This selection enable the Administrator to select which groups can be added to the default and act as Data Processor for the selected process or at company level.
DC View This selection enable the Administrator to select which groups can be added to the default and act as Data Controller for the selected process or at company level.
AUD View This selection enable the Administrator to select which groups can be added to the default and act as Auditor for the selected process or at company level.
License Details License package Type of license subscribed. This information is automatically update by the license process renewal.
License Details Licensed User Total Number of active User bought. This information is automatically update by the license process renewal.
License Details Licensed Access Requests Monthly Number of Access Requests bought. This information is automatically update by the license process renewal.
License Details Licensed Consents Monthly Number of Consents bought. This information is automatically update by the license process renewal.
License Details Check License Button that enable the Administrator to perform a self-checking of license compliance.
License Details Active Users Number of Active User calculated by Check License function
License Details Monthly Access Requests Number of Access Requests calculated by Check License function
License Details Monthly Consents Number of Consents calculated by Check License function
Purchase History Purchase Event This information is automatically update by the Initialization process first and by license process renewal after.
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