Exact Globe+

Processing personal data

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System ➔ HR & Security ➔ Personal data ➔ Selections / Actions

Introduction

From May 25, 2018 onwards, the European General Data Protection Regulation (GDPR) will be enforced whereby businesses are required to protect the personal data and privacy of the citizens of the European Union (EU) for the transactions that occur within the EU member states. Thus, companies that collect data for the citizens in the EU countries must comply with the new rules. GDPR also regulates the exportation of personal data outside the EU.

For every personal data classification, you can view the number of people that are linked to the personal data classification, number of people whereby the event has taken place, and the number of people with expired retention period. The Selections / Actions screen allows you to zoom in on the personal data classification, and perform various actions on the personal data.

What version are you using?

The information in this document is applicable to product update 416 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I view the people that are linked to the personal data classification?

1. In the Selections / Actions screen, select the personal data classification.
2. Click Zoom.

How do I process the personal data?

1. In the Selections / Actions screen, select the personal data classification.
2. Click Zoom.
3. Select the personal data to process.
4. Click Select. You can also click Select all to select all the personal data.
5. Click Process.

Keep in mind: The Process and Select buttons are enabled only if a personal data entry is selected.

How do I export the personal data to Microsoft Excel?

1. In the Selections / Actions screen, select the personal data classification.
2. Click Zoom.
3. Click Export.

How do I create a letter for the personal data?

1. In the Selections / Actions screen, select the personal data classification.
2. Click Zoom.
3. Select the personal data entry.
4. Click Select, or click Select all.
5. Click Word Merge.
6. In the Word Merge screen, select a layout at Layout. This is mandatory.
7. Select the Print document check box if you want to print the letter.
8. Select a type at Type.
9. Type a subject for the letter at Word Merge: Subject.
10. Click Start.

Keep in mind: The Word Merge button is enabled only if a personal data entry is selected.

How do I link the account, contact person, or employee to the personal data classification?

1. In the Selections / Actions screen, select the personal data classification.
2. Click Link.
3. Click  New.
4. Select the account, contact person, or employee.
5. Click Select.
6. Click Close to exit.

How do I remove the account, contact person, or employee from the personal data classification?

1. In the Selections / Actions screen, select the personal data classification.
2. Click Link.
3. Select the account, contact person, or employee that you want to remove.
4. Click  Delete.
5. Click Close to exit. 

How do I check which documents will be deleted?

1. Go to System ➔ HR & Security ➔ Personal data ➔ Classifications.
2. Select a personal data classification.
3. Click Open.
4. In the Personal data classifications screen, click the Personal data tab.
5. Click Select at Documents in the To be anonymized / To be deleted section. This is to check which document types are selected.
6. Go to Finance ➔ Entries ➔ Documents or CRM ➔ Entries ➔ Documents.
7. Click Filter.
8. Select the person at Person, or select the account at Account.
9. Click Refresh.
10. To check the document types that are available, select the document type in the CRM > Entries > Documents screen.
11. Click Zoom.

Keep in mind: When searching for the documents, only the documents with a security level that is lower or equal to the security level of the user will be displayed. The users that have the right to view all the documents should perform the search. During the deletion of the documents, all the documents will be deleted regardless of the security level.

How do I check which activities will be deleted?

1. Go to CRM ➔ Entries ➔ Activities.
2. Click Filter.
3. Select the person at Person, or account at Account.
4. Click Search.
5. Check the activities that are available for each activity type. All the activity types that are selected in the personal data classification will be deleted.

Keep in mind: When searching for the activities, only the activities with the security level that is lower or equal to the security level of the user will be displayed. The users that have the right to view all the activities should perform the search. During the deletion of the activities, all the activities will be deleted regardless of the security level.

Related documents

• Creating and maintaining personal data classification
• Inserting and deleting columns
• Overview of personal data classification