GDPR and Lime Easy - how does it work?
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The Data Protection Regulation (GDPR) is a European law for the handling of personal data and increased privacy protection that entered into force on 25 May, 2018.
What does GDPR mean?
GDPR stands for General Data Protection Regulation. It is commonly referred to as the EU Data Protection Regulation and its implementation as the EU Data Protection Reform. This is a Europe-wide law on the processing of personal data, which offers greater protection for individuals. The law has entered into force as on May 25, 2018.
The GDPR leaves much to be desired. Among other things, it obliges companies to provide adequate protection for personal data, but it is difficult to determine what protection is adequate in practice.
The rights of your contacts with the GDPR
The right to restrict or prevent the processing of data
Your business may need the consent of your contacts to process their information. You should also be able to indicate the purpose for which you store and process each person’s personal information.
Here’s how to save your consent to data processing in Lime Easy:
- Add a Superfield type field.
- Add options for the things for which you collect consent information. These may include the processing of personal data and e-mail marketing.
- When adding people to Lime Easy, be sure to mark the relevant consents.
Right of access to information
Upon request, the owner of the information system shall allow the person to view the data stored about him.
Lime Easy has the ability to search for a customer and press a button that will send you a temporary link to a site that has collected all the information on your Lime Easy ID card. The link only works for a limited time.
Here’s how to submit a link in Lime Easy:
- Open the company card and mark the correct row of people on the personal tab.
- Select Advanced and then “Export data person” (bad text has been reported to the developers; thanks for your patience). The link is saved to the clipboard, and Lime Easy also asks if you want to open the site.
- Answer in the affirmative and view the information on the website that opens.
- Create a new email and paste a link from the clipboard (Ctrl + V) into your post. Send the completed message to the recipient.
- The site has a Download button from which the recipient can download their information as a text file.
Right to rectify information
The person has the right to request corrections to the data.
For example, if a person has an outdated phone number, they may require you to save the new number. It goes to Lime Easy by quickly filtering and changing the number.
Right to download data
A person has the right to receive a printout of all the information stored about him or her about your system. On the temporary website mentioned above (to which the customer receives a link) you can download your data as a text file.
The right to be forgotten
The person has the right to have his or her data deleted from the database. Sometimes laws require the storage of personal information in commerce. In those cases, the data cannot be deleted.
In Lime Easy, you can use the button to anonymize people so that information about what happened is preserved but can no longer be associated with individuals. Then all references to the person, such as reminders, history entries, time entries, superfields, and projects, also become unrelated to the individual. Note, however, that history entries, for example, have free-text fields whose content we can’t automatically anonymize. References to individuals are also anonymized in document management, but users must go through their documents stored locally on their own hard drive.
One of the requirements of GDPR legislation is that data should not be stored for too long. When data are no longer needed for the purpose for which they were originally collected, they should be deleted from the system. You can specify the length of time that different types of data are retained. Then all that is needed is a routine that also virtually deletes the data.
Problem situations and data breaches
One of the key requirements of the new legislation is that in the event of a data breach, the parties involved in the breach must be informed within 72 hours. In practice, if it is suspected that an unauthorized person has accessed the data, all persons entered in the database should be informed.
In Lime Easy, you can tag all people on the People tab and choose Special Tasks, Send, and Email. Note that the transmission itself is from your e-mail program, and your e-mail server may have a limit on the number of recipients.