Role Management - Privacy Enhanced
In order to expand to the UK we've made a number of changes to become GDPR compliant. The first step in this journey is to improve the way we manage signing the Privacy Policy and specifying which channels customers have agreed to be communicated with. This represents a higher level of privacy compliance and is available to the UK, NZ and AUS markets.
To enable GDPR level privacy compliance you require the 'Privacy Enhanced' role. This role is an account level role with no make, yard, user or manager level settings. Adding the role to the account will enable GDPR compliant Privacy functionality across the entire account.
With the role enabled on the New Lead screen the normal 'Opt In' check box has disappeared, but you will see a drop down for 'Preferred Contact Method' and the Terms & Conditions popup will be modified to display the Privacy Channels and methods that your customer is willing to be contacted by. There is a ability to Select All Channels and All Methods.
It is also possible to set up no Privacy Channels for display when creating a new lead. When this is done the user can view the full Privacy Policy/Statement document and then sign the document to proceed without being forced to specify any Privacy Channels.
Unlike the standard approach where the 'Opt In' is controlled separately from accepting the Privacy Policy, when utilizing the 'Privacy Enhanced' set up it will automatically flag the customer record as 'Opted In' when they agree to the Privacy Policy. If the Privacy Policy is not agreed the user can still proceed with loading the lead, but the customer record will be set as 'Opted Out' - meaning any bulk emails cannot be sent.
In addition the 'Privacy Enhanced' role activates the 'Anonymise Data' option in the Contact record. This will keep the Contact record but will replace all the customer details with XXXX on all Contact, Propsect, Lead, TD, Appraisal and Write Up Forms. Where a customer has signed a Form this will be retained.
With the 21.3.1 Release having Privacy Enhanced enabled on the account will notify a user that a contact has been previously opted out. This will not Automatically opt them back in if the Privacy Form is accepted, but will prompt the user to enter into the contact record and do this manually.
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