GDPR Consent
One of the key elements in GDPR, is having consent from people, to store their data.
iKnow will always store who recorded the consent, be it the person themselves, or someone authorised in the church. iKnow always records the date and time, that consent was recorded.
There are various ways for consent to be recorded.
If we are uploading a CSV of people, then, at the final stage, there will be a tick box, signifying that all these people have given their consent. This will then record that consent has been given, for all people being imported. However, if consent has not been given for everyone, this box should remain unticked. We will then be able to use our consent tools, to ask for consent.
To access the GDPR section of iKnow, go to Settings, and click GDPR.
Please note that some of the phrases may be different, in your iKnow, as they can be dictionarised. The term, Data Protection Officers, is one of those dictionarised phrases.
Customise Email and SMS Messages
We can customise the emails, and text messages, that are sent out, requesting permission.
To do this, we need to click on Permission Request Email. This will show the default text, but we can customise it. Every email that is sent out requesting consent, will contain the text we enter here.
We do not need to personalise the email as, at the start, iKnow will automatically add their name.
When you have finished making changes, click Save.
To personalise the text messages that are sent out, we need to click on Permission Request SMS. When we have made the changes, just click Save.
When clicking on Permission Request Web Page, we can customise the text that appears at the top of the Consent page. This should explain to the person, what they need to do. We will go through this page in a moment.
Click on Data Protection Email Address, to specify the email address, from which consent emails should be sent. If someone replies to the email, then it will go to this email address.
Send Consent Emails
At the top of the GDPR page, we can see how many people have not yet given consent. We can click on View, next to No Response Given, to see who is in this list. If someone on this list has given permission, click Give Permission, we will be able to add any relevant notes. This will also record the identity of the person, who recorded that permission was given. This will be stored in the audit history.
We can close this window, and open the tool to send out an email, or text message, to everyone, by clicking on, Contact People who need to give permission.
iKnow prefills the text that is entered in the Permission Request Email. There is no need for us to enter a greeting, as iKnow will automatically place the person’s first name, at the top of the email. At the bottom will be the unique link, for each person to click on, to give or decline consent.
To send the email, we use the iKnow Communication Suite, which will send out an email to everyone in this list. If there is anyone in the list who does not have an email address, then iKnow will give the option to download a CSV, with names and addresses.
Here is how the email will appear in the recipient’s inbox. They can then click on the link, and it will take them to the consent page, where they can Grant, or Decline, consent for their information to be stored by the church. If the person is responsible for any children under 13, then they will also be able to give, or decline, consent, for each of these children.
The recipient can click on Grant, and then press Save, and the permissions will be stored in iKnow, along with the date and time.
Declined Consent
Going back to the GDPR section, here is what happens if someone has declined permission, for their information to be held. If someone has done this, then, unless there is a legal reason for storing it, the persons information should be deleted.