Privacy Audit

For information on setting up Privacy Audit content please see GDPR (Privacy Audit setup) section for more details or access the GDPR overview section

You can access the GDPR Process PDF guide which contains all setup requirements

For a UK customers upgraded before 25th May 2018, the following is set on existing candidates

• All existing candidates will have an expiry date of 24th June 2018 (25th May 2018 + 30 Days)
• All existing candidates will not have their Lawful Basis filled i.e. they will be blank

For a UK customers upgraded on / after 25th May 2018, the following is set on existing candidates

• All existing candidates will have an expiry date 30 Days after the upgrade is run
• All existing candidates will not have their Lawful Basis filled i.e. they will be blank

Click to display the Work Flow Chart (fullscreen)

Accessing the Not Started list from My Infinity to display just your candidates (owning consultant) or via the Application Menu to display every candidate that have not had any Privacy Audit actions completed.

My Infinity

Each user can access the candidates they are the Owning Consultant for and manage Not Started

Application Menu

You can access system-wide Privacy Audit lists and complete Consent / LI processes

Not Started List

See Verbal Consent Process or Digital Consent Process or Legitimate Interest Process or Suppression List

Accessing the Emailed Required list from My Infinity to display just your candidates (owning consultant) or via the Application Menu to display every candidate that have given "Verbal Consent" via the event log "Verbal Consent Received" or manually change the Privacy Audit status within the candidate record*

*user will require permission to manually change privacy status

My Infinity

Each user can access the candidates they are the Owning Consultant for and manage those candidates still requiring an email to confirm and complete the Legitimate Interest process

Application Menu

You can access system-wide Email Required lists and complete the Legitimate Interest process via the Application Menu

To complete the Verbal consent process you must send an email which is set to log Verbal Consent Details Sent which will at as confirmation of the verbal agreement and also detail the candidates rights in regard to GDPR. See Verbal Consent Process for more details

Accessing the Renewals list from My Infinity to display just your candidates (owning consultant) or via the Application Menu to display every candidate that have given consent previously but is coming up to the end of that consent's retention period, each type of consent has a set Retention Period (for example 24 months) and therefore consent will need to be renewed, see GDPR section for more details on Retention Periods

My Infinity

Each user can access the candidates they are the Owning Consultant for and manage those candidates requiring Renewal of Consent / LI process again

Application Menu

You can access system-wide Renewals and complete Consent / LI process again

See Verbal Consent Process or Digital Consent Process or Legitimate Interest Process

Accessing the Expiring list from My Infinity to display just your candidates (owning consultant) or via the Application Menu to display every candidate that are due to Expire in the next 7 days, this will include both candidates that require consent and also those that require consent renewal.

My Infinity

Each user can access the candidates they are the Owning Consultant for and manage those candidates due to expire in the next 7 days

Application Menu

You can access system-wide candidates due to expire in the next 7 days and complete Consent / LI process

See Verbal Consent Process or Digital Consent Process or Legitimate Interest Process

Accessing the Refused / Expired list from My Infinity to display just your candidates (owning consultant) or via the Application Menu to display every candidate that have Expired or Refused Consent. In a future release these candidates will automatically be hidden from being accessed by users and only Data Controllers (DBManager's by default) will be able to actually view the records, ensuring all candidates have fulfilled the Consent process and therefore GDPR is adhered to. From this list the Data Controller can complete Bulk Deletions, choose whether to add to Suppression Lists.

My Infinity

Each user can access the candidates they are the Owning Consultant for and manage those candidates who have expired or refused

NB: - permission required to access these candidates, as this facility is designed to stop users from accessing candidates that are no longer legally held

Application Menu

You can access system-wide candidates whose Consent / LI date has passed and therefore expired along with any candidates that have refused

NB: - permission required to access these candidates, as this facility is designed to stop users from accessing candidates that are no longer legally held

Bulk Delete

A Data Controller (DBManager) can complete a Bulk Delete of candidates that have Expired or Refused Consent. You can highlight the candidate(s) you wish to delete, to multi-select use the Shift or Control key to specify which candidate(s) you wish to delete and then click on the Bulk Delete button, if the button is greyed out then you do not have permission. If a candidate has current placements, current interviews or future meetings you are not allowed to delete them (you must deal with the placement, interview, meetings and try again) and will not display within the Expired lists. See the GDPR section for more details.

Will list any candidate(s) that has either failed to update or failed to delete. A failure can occur if a candidate record is being edited whilst the Data Controller has instigated the Bulk Update or Bulk Deletion process. See GDPR section for more details.

	Lawful Basis Process completed
	Lawful Basis Process Refuse / Expired
	Lawful Basis Process Ongoing
	Lawful Basis set to "Not Required"
	Candidate Restricted**

** If restriction is switched on, see Privacy Audit setup section for more details

Walkthrough available

More Information

Verbal Consent – Received

This event logger option is available for candidates with the following Lawful Basis / Lawful Basis Status

• Verbal Consent – Not Started
• Verbal Consent – Consent Details Sent
• Digital Consent – Not Started
• Digital Consent – Accepted
• <blank> lawful basis - <blank> lawful basis status

Verbal Consent – Refused

This event logger option is available for candidates with the following Lawful Basis / Lawful Basis Status

• Verbal Consent – Not Started
• Verbal Consent – Verbal Consent Received
• Verbal consent – Details Sent
• <blank> lawful basis - <blank> lawful basis status

 

This is available from the Candidate and Candidate Call Back event loggers

Note: This is only available if you select one candidate at a time

See Refused / Expired Consent section for more details

 

The event logger, logs an event and sets the Lawful Basis / Lawful Basis Status on the candidate page

Event Logger Actions

This is available from the Candidate and Candidate Call Back event loggers

Verbal Consent – Received

This event logger option is available for candidates with the following Lawful Basis / Lawful Basis Status

• Verbal Consent – Not Started
• Verbal Consent – Consent Details Sent
• Digital Consent – Not Started
• Digital Consent – Accepted
• <blank> lawful basis - <blank> lawful basis status

Verbal Consent – Refused

This event logger option is available for candidates with the following Lawful Basis / Lawful Basis Status

• Verbal Consent – Not Started
• Verbal Consent – Verbal Consent Received
• Verbal consent – Details Sent
• <blank> lawful basis - <blank> lawful basis status

Digital Consent – Refused

This event logger option is available for candidates with the following Lawful Basis / Lawful Basis Status

• Digital Consent – Not Started
• Digital Consent – Consent Details Sent
• Digital Consent – 1st Consent Reminder Sent
• Digital Consent – 2nd Consent Reminder Sent
• Digital Consent - Accepted

Digital Consent – Accepted

This event logger option is available for candidates with the following Lawful Basis / Lawful Basis Status

• Digital Consent – Consent Details Sent
• Digital Consent – 1st Consent Reminder Sent
• Digital Consent – 2nd Consent Reminder Sent

Legitimate Interest - Refused

This event logger option is available for candidates with the following Lawful Basis / Lawful Basis Status

• Legitimate Interest – Not Started
• Legitimate Interest – Consent Details Sent

This is available from the Candidate and Candidate Call Back event loggers

Note: This is only available if you select one candidate at a time

Comms Centre Actions are as follows:

Verbal Consent – Details Sent

This Comms Centre option is available for candidates with the following Lawful Basis / Lawful Basis Status

• Verbal Consent – Verbal Consent Received

Digital Consent – Details Sent

This Comms Centre option is available for candidates with the following Lawful Basis / Lawful Basis Status

• Verbal Consent – Not Started
• Digital Consent – Not Started
• Digital Consent – Accepted
• <blank> lawful basis - <blank> lawful basis status

Digital Consent – 1st Reminder

This Comms Centre option is available for candidates with the following Lawful Basis / Lawful Basis Status

• Digital Consent –Consent Details Sent

Digital Consent – 2nd Reminder

This Comms Centre option is available for candidates with the following Lawful Basis / Lawful Basis Status

• Digital consent – 1st Consent Reminder Sent

Legitimate Interest – Details Sent

This Comms Centre option is available for candidates with the following Lawful Basis / Lawful Basis Status

• Legitimate Interest – Not Started
• Legitimate Interest – Legitimate Interest Details Sent
• <blank> lawful basis - <blank> lawful basis status

Note: This is available if you select one or multiple candidates at a time

Within the right click options within Outlook you can record the acceptance or rejection of consent, this will update the candidate record.

Lawful Basis Accepted - will record the date and user along with the Digital Consent

Lawful Basis Rejected - will record the date and user along with the Rejection of Consent

All candidates include a Privacy Logs tab within their action / information tabs which detail any event or action that relates to the consent processes that have been carried out for that candidate:

If you require further assistance please contact Voyager on :

Visit our website for future events and clinics www.voyagersoftware.com

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