Process Right to Data Portability

Article 20, GDPR, specifies the subject’s right to data portability, by data meaning those he has given the administrator. That is in a structured, commonly used and machine-readable format. We shall use Microsoft Excel for this purpose.

Save the Subject’s Request

Sent by Email

1. Double-click the email in order to open it.

 

2. Click on GDPR Relevant within the top toolbar. This way the email will be saved into eWay-CRM just as if you use Save to eWay-CRM.



3. When a window pops-up, asking whether you want to open the email, click Yes.



 

4. Make sure the email has been correctly linked to a contact (eventually a deal or a project) and that the request hasn’t been sent from an address not in eWay-CRM yet, for instance.



• If the email isn’t linked to a contact, press Link to Existing > Contact and choose the desired person.



 

• Of course, in case you need your email linked to a deal or a project, follow similar steps.

 

5. Click Save and Close.

Written / Received Over Telephone

1. Find a contact (deal, or company) who submitted the request.



2. Through Add New > Journal or Add New > Document, create a new item. We use documents when we have a scan of the request. We use journals when we got the request verbally.



 

3. Fill in the request details, eventually, add the scanned document.



4. Click GDPR Relevant. That will help us later with a better request identification.



 

5. Click Save and Close.

Process the Request

1. In the list of contacts (or deals or companies), select columns you want to export.

 

2. Find the desired subject through Quick Searching.



3. Right-click the subject and choose Export List > Items to Microsoft Excel. All the visible items from the list will be exported. Therefore, you need to make sure only the searched subject is visible before the export.



 

4. Reply Yes to the question whether you want to open the file.



 

5. Go through the file, eventually deleting data not compliant with this subject’s right.



6. Save the file.

Save the Answer to eWay-CRM

In this case, we will send the answer through email (as an attachment, or in the form of a hyperlink leading to files download).

Automatic Email Tracking Is Active

1. Write your email and click Send.



 

2. A window will pop-up, asking whether you want to save your email to eWay-CRM.



 

3. Check GDPR Relevant field.



 

4. You can choose a Superior Item.



 

5. Press OK.

Automatic Email Tracking Is Inactive

1. Double-click the email in Sent Mail.

 

2. Click Save to eWay-CRM in the top toolbar.



3. When a window pops up, asking whether you want to open the email, click Yes.



 

4. Make sure the email has been correctly linked to a contact (eventually a deal or a project) and that the request hasn’t been sent from an address not in eWay-CRM yet, for instance.



• If the email isn’t linked to a contact, press Link to Existing > Contact and choose the appropriate person.



 

• Of course, in case you need your email linked to a deal or a project, follow similar steps.

 

5. On the email card, click GDPR Relevant in the toolbar. That will help us later with a better request identification.



 

6. Click Save and Close.