GDPR Management & Automatic Contact Information Cleanse routines
CourseCo platform is GDPR compliant when it relates to your contact details and the length of time you can hold their information.
Contacts will be created in multiple different locations and will follow different GDPR cleanse routines.
The information we need from you is:
GDPR Length 1 - Standard GDPR Cleanse Routine - You tell us how long standard length is.
GDPR Length 2 - Accredited GDPR Cleanse Routine - You tell us how long accredited length is, typically you can keep option 2 for longer than option 1
CourseCo does not define the GDPR Length, you tell us and we configure your link.
Example GDPR Cleanse routines listed below.
GDPR Cleanse routine scenario | Description | Contact GDPR Cleanse timeline | |
|---|---|---|---|
| 1 | Added Contact manually by admin + no bookings | Admin manually added this contact and no bookings were ever processed | 366 days |
| 2 | Completed contact us / Enquiry form + no bookings | Contact completed a contact form and never completed a booking | 366 days |
| 3 | Completed newsletter signup + no bookings | Contact signed up to the newsletter mailing list and never completed a booking | 366 days |
| 4 | Downloaded a brochure + no bookings | Contact downloaded a brochure and never completed a booking | 366 days |
| 5 | Completed a survey + no bookings | Contact completed a survey and never completed a booking | 366 days |
| 6 | Added name to Waitlist form + no bookings | Contact added their name to a waitlist and never completed a booking | 366 days |
| 7 | Student | Booked a course with GDPR standard rule | Contact was booked onto a course with an GDPR routine selected on the course | Defined by you - Standard Rule |
| 8 | Student | Booked a course with GDPR accredited rule | Contact was booked onto a course with an GDPR routine selected on the course | Defined by you - accredited Rule |
| 9 | Student | Booked onto multiple courses over a spam of a years | The individual remains on the system for the longest GDPR cleanse routine | |
| 10 | Lead booker | books delegates onto a course with GDPR standard rule | Leadbooker will receive the same GDPR cleanse routine of the booking made | Defined by you - Standard Rule |
| 11 | Lead booker | books delegates onto a course with GDPR accredited rule | Leadbooker will receive the same GDPR cleanse routine of the booking made | Defined by you - accredited Rule |
| 12 | Lead booker | creates multiple bookings for delegates | Lead booker remains on the system for the longest GDPR cleanse routine |
Detailed examples
Number | Test case | Action | Outcome |
|---|---|---|---|
1 | Admin adds student contact manually
|
| Student contact does not appear in the report In contacts3, student contact name is updated to GDPR |
2 | Admin adds an org rep contact manually
|
| Org rep contact does not appear in the report In contacts3, org rep contact name is updated to GDPR |
3 | Admin adds a staff contact manually
|
| Staff contact does not appear in the report |
4 | Admin converts an org rep to student contact manually
|
| Converted student contact does not appear in the report In contacts3, student contact name is updated to GDPR |
5 | Student contact completes contact us form + no booking |
| Student contact does not appear in the report In contacts3, student contact name is updated to GDPR |
6 | Org rep contact added by admin + completes contact us form+ no booking |
| Org rep contact does not appear in the report In contacts3, org rep contact name is updated to GDPR |
7 | Student contact completes enquire now form + no booking |
| Student contact does not appear in the report In contacts3, student contact name is updated to GDPR |
8 | Org rep contact added by admin + completes contact us form + no booking |
| Org rep contact does not appear in the report In contacts3, org rep contact name is updated to GDPR |
9 | Student contact completes newseletter form + no booking |
| Student contact does not appear in the report In contacts3, student contact name is updated to GDPR |
10 | Org rep contact completes newseletter form + no booking |
| Org rep contact does not appear in the report In contacts3, org rep contact name is updated to GDPR |
11 | Student contact completes brochure download form + no booking |
| Student contact does not appear in the report In contacts3, student contact name is updated to GDPR |
12 | Org rep contact completes brochure download form + no booking |
| Org rep contact does not appear in the report In contacts3, org rep contact name is updated to GDPR |
13 | Logged in student contact +submits survey form + no booking |
| Student contact does not appear in the report In contacts3, student contact is updated to GDPR |
14 | Guest + submits survey form + no booking | No record found on report | As guest is not logged in and does not have a presence i CRM - they will not appear on GDPR cleanse report |
15 | Student contact + submits waitlist form+ no bookings |
| Student contact does not appear in the report In contacts3, student contact is updated to GDPR |
16 | Student| Booked on a course with GDPR Standard (End date) 366+ days |
| Student contact is cleansed and does not appear in the report. In contact details, student is GDPR> Can view booking, applications |
17 | Student| Booked on a course with GDPR Accredited rule (End date) 822+ days |
| Student contact is cleansed and does not appear in the report. In contact details, student is GDPR> Can view booking, applications |
18 | Student | Booked on multiple courses over a span of years |
| Student contact is cleansed and does not appear in the report. In contact details, student is GDPR> Can view booking, applications |
18 | Org rep | Booked on multiple courses over a span of years |
| Org rep contact is cleansed and does not appear in the report In contact details, org rep is GDPR contact> Can view bookings, applications |
19 | Student booked on GDPR standard course + completes contact us form + must show for 366+ cleanse routine |
| Student contact is cleansed and does not appear in the report. In contact details, student is GDPR> Can view booking, applications |
20 | Student booked on Standard GDPR course + then booked on an Accredited GDPR course |
| As Accredited booking might have longer routine, the student contact moves to accredited course cleanse routine |
21 | Org rep booked on an Accredited GDPR course + then booked on a standard GDPR course |
| As Accredited booking might have longer routine, the org rep contact moves to accredited course cleanse routine |
22 | Verified contact + cleansed by admin + tries to login |
| Contact cannot login once cleansed from system. They have to signup as again as a new contact |