Responding to Data Requests for Personal Information

Responding to Data Requests for Personal Information

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.
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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.
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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.
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Editing the Report

Select the Edit Fields icon.

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

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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.
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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.
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Input the filter value and click the Download Report button.

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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.
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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

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