Responding to Data Requests for Personal Information

Updated December 05, 2023 21:40

Introduction

There are several reports that must be built and sent to customers when they request their personal information. It is a two-step process:

Step One: Setting-up the reports
Step Two: Responding to data requests

Step one may be done prior the data request. The reports can be reused for each data request. Step two happens after the data request. It is the running, downloading, and emailing the reports to fulfill the data request.

There are two types of personal data requests: account data and participant data. There is one group of reports to setup and run for account data requests, and there is a second group of reports to setup and run for participant data requests. Please see the index for a list of each report, data source, data field, and filter field for each type of request.

While you can setup your reports ahead of time, please be mindful that you will need to maintain your reports. If you add or remove forms or fields on forms, or if you add or remove membership levels, you will need to update your reports so that those data sources and data fields are included.

References

Please see the "Customizing Messaging Configurations," "Creating Email Messages," and "Making an Administrator a GDPR Manager" sections of the How to Setup GDPR Compliance article.

Step 1: Setting-Up the Reports

You will need to create several types of reports for accounts and for participants. You will also need to modify reports to include relevant data fields and data sources. This article will walk you through setting-up an Accounts Report for an account data request. The process can be repeated for each report.

Note: While the instructions in this article should help you with this process, please see the Help Center for more information about Configio’s Reporting System.

Navigating to Reports

Login to the Administrative Console of your database, click on the "Reports" link, and click on the "Add New Report" button.

Building the Example Accounts Reports

You will see the Edit Report screen. Input the title of your Report, select the “Account” Type, and enter a Description (optional). Then, click the “Save” button.

Adding Permissions

Only you can use your report by default. If you would like other users or user group members to use your report, you can give them permissions now. Select the Add User button or the Add User Group button. Choose the user or the user group, choose the permission, and click the “Save” button. Below, I am giving any member of the Admin User Group permissions to run the report.

Editing the Report

Select the Edit Fields icon.

Here, you can select, format, and filter on data fields.

Selecting Data Fields

Data fields are grouped by their source. Check to include the field, and uncheck to exclude it. If you don't see the field that you are looking for, use the search tools.
See the Index for a list of data fields to include in the report.

Adding Data Sources for Form and Membership Level Data

Click the "Add/Remove Data Sources" button.

Click the tabs to add sources from the System, from relevant Forms, and from Account Membership Groups. Check the source(s) that you want to add and click the "Save Data Sources" button.

Select the form question and answer fields, and select all membership level fields. Then, click the “Save” button.

Formatting Data Fields

You can define the order that the data fields appear in the report, you can alias the fields (to change the column header), and you can choose which data fields are visible in the report. Order columns by Dragging and dropping fields and input aliases. For this example, I am filtering on the idAccount field, but I am not including that field in the report, so I made it not visible. Click the "Save" button when done.

Filtering Data Fields

You can filter on any data field in your Report. Check "Enable Filters.” You can also allow the filter to be updated on the Run by checking "Ask Me." In our example, since all members of the Admin User Group have Run Permissions, then any member can run this report for any account. Click the "Save" button when done.

Setting-Up Additional Reports

Repeat this process for each report in the index.

Step Two: Responding to Personal Data Requests

When you receive a request for personal data, you will need to run the set of reports for accounts, or you will need to run the set of reports for participants, depending on if the request is for account data or for participant data. You will then need to download and send the reports to the person.

Downloading Reports

Download the report by using the Run Report screen. Select the Run Icon.

Input the filter value and click the Download Report button.

A copy of the report will be downloaded to your computer from your browser. Open the file and ensure that the data is for the correct Account or Participant.

Emailing Copies of the Reports to the Account Holder

Using your company’s email, insert the reports into an email message and send it to the email address of the account holder.

Index

Report Types, Sources, and Fields

Here is a list of each type of report to send to the account holder. Below each type is a list of data sources to include. Below each data source is a list of data fields to include. Some data fields should be used to filter on. Some should be filtered on and be hidden on* the actual report itself.

Report Key

Report Type:

Data Source
Data Field
Data Field (used to filter)
Data Field* (not shown on the report, just used for filter)

Reports

Account Courses:

Account Data
idAccount*
First Name
Last Name

Account Course Data
Start Date
Completed Date
Correct Percentage
Final Correct Percentage
Enroll Date
Expiration Date
Course Term

Course Date
Course Title

Account Posts:

Account Data
idAccount*
First Name
Last Name

Account Post Data
Account Post Title
Published Start Date
Published End Date
Excerpt
Account Post Creation Date

Accounts:

Account Data
idAccount*
First Name
Last Name
Username
Email
Birthdate
Creation Date
Legacy ID
Phone
Mobile Phone
Credentials
Membership Number
Company
Job Title
Student ID
Address 1
Address 2
Address 3
Postal
State Code
Country Code

Account Organization Data
Organization Name

Form Data
All form question answers

Membership Data
All membership levels

Email Campaign Clicks:

Click Data
Email Address
Actual Link
Number of Clicks
Original Date Clicked
IP Address

Campaign Data
Campaign Name

Email Campaign Recipients:

Campaign Data
Campaign Name

Campaign Results
To Address
Number of Reads
Original Date Read
Bounce Type
User Agent
Email Opt Out Type

Messages Sent:

Messages Sent Data
Sent To
Subject
Date Sent

Order Products:

Account Data
idAccount*
Account First Name Last Name

Order Data
Order ID
Order Placed Date
Order Email Address
Order IP Address
Order Address 1
Order Address 2
Order Address 3
Order City
Order State Code
Order Country Code
Order PostalCode

Order Product Data
Purchase Date
Cancellation Date
Money Request Title
Drop In Start Date
Subscription Start Date
Time Block Start Date
Ship Date
Ship Address 1
Ship Address 2
Ship Address 3
Ship City
Ship State Code
Ship Country Code
Ship Postal Code
Attached Discounts
Attached Options

Participant Data
Participant First Name Last Name

Product Data
Product Name
Product Start Date
Product End Date

Form Data
All form questions other than Account and Participant Form

Participant Attendance Report:

Account Data
idAccount
Account First Name Last Name

Attendance Data
Is Drop In
Is Make Up
Was Present
Start Date Time
End Date Time

Participant Data
Participant First Name Last Name

Product Data
Product Name
Product Start Date
Product End Date

Participants:

Account Data
idAccount*
Account First Name Last Name

Participant Data
Participant First Name
Participant Last Name
Participant Birthdate
Participant Email
Participant Phone
Participant Mobile Phone
Participant Creation Date
Participant Credentials
Participant Membership Number
Participant Company
Participant Job Title
Participant Gender
Participant Address 1
Participant Address 2
Participant Address 3
Participant Address City
Participant Address Postal Code
Participant Address State Code
Participant Address Country Code

Participant Membership Levels
All Levels

Form Data
All Participant Form Fields

Payment Transactions:

Account Data
idAccount*
Account First Name Last Name

Credit Card Data
Name on Card
Last Four
Created On
Card Address 1
Card City
Card State Code
Card Country Code
Card Postal Code
Expiration Date
Card Type

Payment Data
Applied Amount
Applied Tax Amount
Payment Date

Product Waitlist:

Account Data
idAccount*
Account First Name Last Name

Account Notification Data
Notification Date
Creation Date
Notification Type

Product Data
Product Name
Product Start Date
Product End Date

Shopping Carts with Accounts:

Account Data
idAccount*
Account First Name Last Name

Cart Data
Cart Creation Date
Item Count
Sample Item

Staff:

Staff Data
Position Description
Status Description
Application Date
Prehire Completed Date
Posthire Completed Date
Base Wage
Require Work Visa
Visa Start Date
Visa End Date
Home Region
Home Location
Staff First Name
Staff Last Name
Staff Email
Staff Position
Staff Status
Num Completed Items
Num Incompleted Items

Staff Schedule Report:

Product Data
Product Name
Start Date
End Date

Staff Data
Staff Email
Staff Position

Staff Schedule Data
Wage
Is Primary
Start Date
End Date