GDPR Manager - get approval for personal data processing

  1. Enter your contact database in the Audience
  2. Choose the GDPR option from the left navigation menu

3. Press Create a scope on the menu bottom

4. Fill the form with content which will help you ask contacts for consent to personal data processing. The purposes and activities related to data processing should be highlighted here:

The scope name determines form name visible on the domain. It also has an organizational function, as by the scope name you can easily understand for the purpose of which PR activity you were gathering consents. It's not visible in the GDPR email sent to your recipients, you set subject line separately.

Then, if you want to receive approval for data processing in relation to an organized contest, you can name your activity scope as e.g. Contest with prizes. Your purposes can include: a collection of consents, information distribution, results in an announcement. If you want to process data in accordance with other activities, you are obliged to list them in the form. This is how your target will be able to approve your request. Once set, purposes cannot be changed. 

Define the content and appearance of the form

  • Webform domain - choose the URL for the domain where the form will be displayed
  • Logo / Color - add logo and color matching with your visual identification
  • Default greeting - set salutation displayed in the form for all contacts without defined individual greeting
  • Lead - write a title indicating that the email relates to a personal data processing form
  • Description - include all data required by GDPR information obligations, you can also link to your website with all details about your privacy policies 
  • Thank you message - add text which will be displayed to the journalist after giving permission
  • Language - choose Polish or English interface

Mail configuration

The content of the message related to personal data processing can be configured in a very similar way to all typical emails in Prowly. Just remember to add a dynamic field with a Webform Link, as well as a signature indicating who is exempted from distribution. After finishing configuration, a set with the form name will occur on the left menu of the GDPR tool. There you will be able to verify the number of journalists who have confirmed and rejected requests related to data processing.

After clicking a particular set, you can also:

  • check the form and edit its structure
  • verify email content
  • check purposes (but without modification option)
  • verify the author and person responsible for the last edition of the form

Form distribution

  1. Enter a set of purposes that you want to send to the contacts
  2. Click the three dots icon
  3. Choose Ask for data processing consent

  4. Press Submit in order to add contacts that haven't received this form in the past

5. Choose target: single contacts, group and segments from your database:

6. Verify the form and content of the email for the last time and provide changes if needed. If you don't need to modify anything, press Skip

7. The Send button will distribute the email with a link to your virtual form