Exact Globe+

Creating and maintaining personal data classifications

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System ➔ HR & Security ➔ Personal data ➔ Classifications

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.

This screen allows you to create and maintain the personal data classifications.

What version are you using?

The information in this document is applicable to product update 417 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I create a personal data classification?

In the System > HR & Security > Personal data > Classifications screen, click New.
Define the fields.
Click Save.

Keep in mind: Fields with the “!” icon are mandatory.

How do I edit the personal data classification?

In the System > HR & Security > Personal data > Classifications screen, select a personal data classification.
Click Open.
Edit the field(s).
Click Save.

Keep in mind: The Open button will be enabled only if a personal data classification is selected.

How do I check which documents are linked to a person or account?

Go to Finance ➔ Entries ➔ Documents or CRM ➔ Entries ➔ Documents.
Click Filter.
Select the person at Person, or select the account at Account.
Click Refresh.

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 user with the right to view all the documents should perform the search.

How do I check which activities are linked to a person or account?

Go to CRM ➔ Entries ➔ Activities.
Click Filter.
Select the person at Person, or select the account at Account.
Click Search.

Keep in mind: When searching for the activities, only the activities with a security level that is lower or equal to the security level of the user will be displayed. The user with 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.

Fields

Code

Type a code for the personal data classification. This field is mandatory, and cannot be edited once you have saved the personal data classification.

Description

Type a description for the personal data classification. This field is mandatory.

Click this to define the description for the personal data classification in another language. To set up the foreign languages, see General settings.

Status

Select a status for the personal data classification. You can select Active or Inactive. By default, Active is displayed.

Conditions tab

Type

Select a type for the personal data classification. You can select Associate, Customer, Employee, Lead, Prospect, Reseller, Supplier, or Suspect (available if Account is selected at Category). If Employee is selected at Category, you can select Employee, Contractor, Student, Temporary, Applicant, or Partner. This field cannot be edited if Contact person is selected at Category. If you change the type, the message “If you continue, these links will be deleted: Master data, Document types, Activity types, Persons. Do you want to proceed?” will be displayed.

Link automatically

Select this check box to automatically link the person to the personal data classification. If the check box is selected, the person will be automatically linked to the personal data classification if the values at the Category, Type, and Status fields of the personal data classification are “Active”. For example, a personal data classification is created with category “Employee”, type “Contractor”, and classification status “Active”, Once a contractor is created, the contractor will be automatically linked to this personal data classification. The message “Linked to Personal data classification. If you continue, these links will be deleted. Do you want to proceed?” will be displayed if the Type of the person has changed. Once the personal data classification has been unlinked, the system will match the person’s Type to the personal data classification if the check box is selected.

Event

Select the event for the type selected at Type. You can select Contract terminated or Inactive status.

Note: The Contract terminated option is available only if Employee is selected at Category.

Expiry period after event

Type the number of days, months, or years that you want the expired records to be kept after the event. By default, “0” will be displayed.

Time scale

Select the time scale that you want the expired records to be kept after the event. You can select Days, Months, or Years. By default, Days will be displayed.

Personal data tab

To be anonymize/ To be deleted section

Master data

Click Select to select the master data for the personal data classification. The master data displayed are based on the category selected at Category under the Conditions tab. In the Master data screen, select the master data, and click Select. will be displayed in the Selected column once the master data is selected. Click Close to return to the Personal data classifications screen.

Documents

Click Select to select the document types for the personal data classification. The document types displayed are based on the category selected at Category under the Conditions tab. In the Document types screen, select the document type, and click Select. will be displayed in the Selected column once the document type is selected. Click Close to return to the Personal data classifications screen. The selected document type will be deleted for the personal data classification once Process is clicked at System ➔ HR & Security ➔ Personal data ➔ Selections / Actions.

Activities

Click Select to select the activity types for the personal data classification. The activity types displayed are based on the category selected at Category under the Conditions tab. In the Activity types screen, select the activity type, and click Select. will be displayed in the Selected column once the activity type is selected. Click Close to return to the Personal data classifications screen. The selected activity type will be deleted for the personal data classification once Process is clicked at System ➔ HR & Security ➔ Personal data ➔ Selections / Actions.

Link section

Persons

Click Select to link the person or people to the personal data classification. The contact persons displayed are based on the category selected at Category, and type selected at Type under the Conditions tab. In the Contact persons screen, select the contact person, and click Select. will be displayed in the Selected column once the activity type is selected. Click Close to return to the Personal data classifications screen.