If you work with students in the European Union, the new GDPR rules will apply to you. One of the regulations involves ensuring that you have explicit consent from "Data Subjects" (Contacts, Parents, and Students in this case) to save and use any of their Personally Identifiable Information. To help you keep track of consent, we've built the GDPR Tools Module.
Activating the Tools
To activate the GDPR Tools Module, head over to the Add/Remove Modules page from your Main Dashboard:
On the following page, scroll to the bottom and you'll see the GDPR Module:
Using the Tools
When creating a new Contact Profile, you will now see a GDPR drop-down at the bottom of the screen with 4 options to track consent:
- Not Applicable - The default setting here indicates that the contact is not a resident of the European Union, and thus the GDPR is not applicable.
- Consent Form Requested - Indicates that you have sent a consent form to the contact and are awaiting a response
- I Have Obtained Consent - You have received explicit consent from your contact. We highly recommend saving documentation of this consent to the contact's profile page. More on this later.
- I Don't Have Consent - You do not have consent from this contact.
GDPR consent statuses are displayed on the Contact's page and can be edited as the status changes (i.e. once you've received consent, etc)
You will see the same options when editing a Student's information with the addition of one option:
- Consent Obtained Via Guardian (Under 16) - Keep in mind that persons under the age of 16 cannot consent for themselves. A parent or legal guardian must consent on their behalf.
For your convenience, we have created sample consent forms that you may use as an example to create your own. You can find them as attachments at the bottom of this article.
While the sample consent forms do contain details on how consultants collect and store data within CollegePlannerPro, we recommend seeking legal advice to ensure that any consent form you use fully complies with GDPR rules.
For any contacts or students residing in the EU, we recommend creating a "GDPR Consent Forms" folder on their profile. Uploading the consent form to the profile pages keeps everything organized, and you'll have a date stamped consent form on file for future reference.