General Data Protection |
  
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General Data Protection |
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CleanLink Site Manager helps you with your GDPR compliance by providing the following functionality:
1. Enabling you to record against each staff record your lawful basis for processing their personal data.
2. The ability to record and monitor when staff have exercised any of their key rights under GDPR, (such as the right of access, right to be forgotten, etc),
3. Control whether a staff member's personal data is made available on the CleanLink Mobile App, and/or CleanLink Portal.
4. Control when a staff member's personal data is erased from all of CleanLink's products.
For each staff record that you hold in Site Manager, you should have a lawful basis for the processing that person's personal data. You can record one or more lawful bases for processing personal data either by updating each individual staff record, or by updating multiple records in one operation.
To update an individual record, go to Staff > Staff Maintain. Select a staff record and select the Info tab. Then select the General Data Protection Regulations (GDPR) tab, then the Lawfulness tab
To update multiple staff records, go to Staff > GDPR Compliance Manager. This process helps you with your GDPR Compliance by enabling you to select a number of staff records using a variety of GDPR and other fields, and then to perform updates to their GDPR fields or control what happens with their personal data. The aim is to make the process of multiple staff records quick and easy to do.
The first part of the process helps you select the staff records that you want to modify (Step 3). You can then chose to modify their records as follows:
1) Modify the Lawfulness of Processing fields
2) Control whether staff records are included in exports to the Mobile App and/or the Portal.
3) Chose either to fully or partially erase personal data associated with those staff records.
For example, you might select records for all people that left your employment more than 4 years ago and perhaps choose to partially purge some of their personally identifiable data, having determined that you no longer have a legitimate interest in keeping it, but whilst also recognising that you must continue to retain some of their personal data in order to comply with other legal obligations. Similarly, you could use it to identify requests for the right to restrict processing and if you agreed, you could prevent those staff records from being sent to the Mobile App and/or the Portal.
PLEASE NOTE:
1) Before you run the GDPR Compliance Manager, we advise you to back up your data first. This is in case personal data is inadvertently erased and once it's gone - it's gone!
2) Each Staff record must have at least one Lawfulness of Processing flag set in order to be included in the Staff Report, or exports to the Mobile App and the Portal.
Follow the instructions on the screens to select which staff records you want to change:
The Setups > Setups & Defaults > Defaults screen has been modified to include defaults for the Lawfulness of Processing flags for new staff records.
If a member of staff elects to exercise their rights with regard to the processing of their personal data, you can record and update such requests via the Info > General Data Protection Regulations (GDPR) tab on the Staff Maintain screen
There are separate sub-screens to enable you to record individual requests for:
The Right of Access
Use the Staff Details Report / Output PDF to provide personal data.
The Right to Rectification
Use the Staff Details Report / Output PDF to provide personal data.
The Right to Erasure
Use the GDPR Compliance Manager to purge the staff record of personal data.
The Right to Restrict
Use the 'Exclude from Mobile' and 'Exclude from Portal' checkboxes on the Staff Name screen, if deemed appropriate.
The Mobile > Send Data to Mobile export has been modified not to include staff records that have no flag set for Lawfulness of Processing and to exclude records for staff that the 'Exclude from Mobile' checkbox selected, and that have not left.
The Mobile > Send Data to Portal export has been modified not to include staff records that have no flag set for Lawfulness of Processing and to exclude records for staff that the 'Exclude from Portal' checkbox selected, and that have not left.
Right to Data Portability
Use the Staff Details Report / Output PDF to provide personal data.
Right to Object
When running the GDPR Compliance Manager process, you can elect to fully or partially purge personal data from staff records.
The Partial Purge option removes data from the following fields:
Home telephone
Work telephone
Mobile number
Email address
Bank name
Bank branch
Bank sort code
Bank account
Account type
Account name
Bank roll no
Available times
Has transport
Preferred area
PIN reference
Number of colleagues available
Image file path
Marital status
Age discrimination letter
Proposed retirement
Nationality code
Ethnic code
Passport number
Disability
Next review date
The Full Purge removes the rest of the staff data, sets the staff name to GDPR Removed and deletes the following data and files:
Staff notes
Links to Documents
Notes log
Starter info
Starter questions
Amendments log
Review details
Review signatures
Questions/leavers
Qualifications
P45
P46
SMP
SSP
Holiday log
Holiday accruals