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• Improving the flexibility of the bulk contact anonymization batch
• Improving the information provided to the operators and internet users with regard to the data privacy policy

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Batch facility improvement for anonymization/deletion of inactive contacts

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Contact inactivity period calculation

The batch process calculates the inactivity period of inactivity by checking the date of the last transaction by for a contact. This data is held in a special indicator (calculated directly by the batch process) called the GDPR recency. This recency covers:

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The indicator then refers to the validity date of dated products and the order date of undated products.

CommentComments:

• In order to maintain performance levels, the indicator is only recalculated if a contact is eligible for deletion or anonymization, given the current value of the indicator and the chosen period of inactivity. It does not necessarily provide the complete contact recency.
  For example: A contact has purchased a ticket for a performance taking place on 15 the 15th of June 2018. The initial batch process runs and sets the indicator to 15 the 15th of June. A few weeks later, the contact purchases a ticket for a performance on 1 1st of September 2018. Assuming the batch was executed on the 1st of August after the purchase of the second ticket, the second batch process will not update the contact recency as it is too recent to be anonymized.
• The batch anonymization process only deals with individual contacts and relays but not the structures themselves, nor contacts with another role, e.g., supplier, guide, exhibitor, producer, partner, contractor.

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• When a contact is anonymized, either through the a batch or manually by the an operator, the country, town and post code of the address are kept, allowing . Allowing the reports on the geographical origin of the customers to remain accurate. The other address information are still deleted so that the identity of the anonymized contact cannot be recovered. When a prospect is removed, all address information are deleted.
• All beneficiary information , (except the country, ) and all answers to questions of type Address or Email linked to tickets which end validity is older than the duration specified in the batch are removed,.
• The IP address of all orders containing only tickets which end validity is older than the duration mentioned above is removed.

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How to use this new batch process

• If it does not yet exist, create Create a batch type "Deletion/anonymization of inactive contacts" (If it does not exist yet)
• Schedule the following program "Deletion/anonymization of inactive contacts". By default, the period of inactivity is initially set to 36 months and on a simulation mode is chosen.

Information for internet users

"Contact creation on behalf"

SecuTix allows internet users to create contacts and integrate them to their community, and . By performing this action the users will be allowed to buy tickets for a member of their community.

If the internet user requests a login for the any member of his community, the new community member will receive an email and will get all required information about data privacy policy. However, SecuTix cannot inform the new community member if no login is has been created for him. In order to comply with RGPD GDPR regulations in this specific case , a legal mention has been added to the "contact creation on behalf" page. 

The purpose of legal mention is to urge the internet user creating , who created the contact,  to inform the community member for which a contact has been newly created about the contact creation and his rights regarding his personal data.

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The ticketshop already provides a link to the data privacy policy that can be configured set up in the parameters of the point of sales. A new option in the point of sales parameter allows displaying to display directly a summary of this the data privacy policy on the contact creation page. The internet user does not have to click on a link to view this summary.

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SecuTix already provides information to the operator when he enters a contact note notes or remarkremarks, reminding alerting the operator about the requirements on the remark remarks content defined by the data privacy regulations. This principle has now been extended to order remarks.

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The operator is informed about his legal obligations when exporting a report from the operation reporting tool or from SAM.

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The login (connection code) of an operator cannot be modified or removed when this operator leaves your company. As a result, it's important that the identity of the operator cannot be discovered from his login. To achieve this, a message is displayed to the administrator to recall this requirement. Note that the operator first name and last name may be (and should be ) anonymized manually when the operator leaves your company.

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