1. Navigate to the Data Privacy activity center.

2. Open the Data Privacy Requests window.  The list of requests in the system displays, defaulting to the Pending requests.

Use the radio buttons at the top of the window to see Pending, Completed, Denied, or All requests. Example

Pending requests are shown by default.

 

1. Highlight the data request you want to work with.

2. The details of the request display at the bottom of the window. Click Run Data Report. Example

   

3. The report, which shows all the places where the requester's data is stored, opens in a new window.

4. Using the buttons in the toolbar, save or print the report as needed so you can provide it to the requester.

5. In the Data Privacy Requests window, the following columns update for the request:

·         Request Status to Completed

·         Status Last Updated On to the current date

·         Status Last Update By to the current user

Additionally, if you are viewing only the Pending requests, the currently selected request record will be removed from the list since its status will have been updated to Completed.

If you access this request again (i.e., via the Completed radio button), the Run Data Report button will be disabled because the request has been completed.

 

1.  From the Data Privacy Requests grid, select the pending update consent request you want to work with.

2. The details of the request show on the bottom of the window, including a table that lists all the Consent Types the individual has submitted. All Granted consent types will already be set to a Resolution of Approved and therefore do not need to be reviewed and processed. Example

   

The Requester Decision column drop-down contains the options Granted, Withdrawn, No Decision Yet. The Processor Resolution column drop-down contains the options Approved, Denied, Pending.

3. Review each withdrawn consent type, and choose Approved or Denied from the drop-down.  If you approve a withdrawn consent, you may be prompted to add a hold code to the person, defaulted in with the hold associated with the current consent type being processed.  You can choose to apply the hold (along with any related action or action list) or you can simply close the hold window to not apply the hold.

   Once a consent is approved or denied and the resolution has been saved, you can’t change that decision. This preserves the history of a person's data privacy requests.

4. If you will be denying one or more consent types, you may wish to enter notes into the Processor/Verifier Comments field explaining why.  Save your changes.

5. Once you approve or deny all the data privacy consent type updates (i.e., no rows in the table have a Pending status) and save your changes, the parent request’s status updates to Completed.  If you are viewing only the Pending rows, the row you were working on will be removed from the list of Pending requests.

2

 

 

1. From the Data Privacy Requests grid, select the pending update consent request you want to work with.

2. The details of the request show on the bottom of the window, including a table that lists all the Consent Types applicable to the person.  Example

   

3. Review each consent type and indicate the Requester Decision for each if not already selected. Upon selecting the Granted option, the Processor Resolution field for the consent type will be automatically set to Approved. 

4. For each Granted and Approved consent type, the processor may be prompted if they wish to remove a hold and/or apply the action or action list upon removing the hold.

5. If you are denying one or more consent types, you may wish to enter notes into the Processor/Verifier Comments field explaining why.  Save your changes.

It is recommended that you enter any comments prior to saving the Processor Resolutions because once the last consent type has had an Approved or Denied resolution set and saved, the record will be removed from the Pending view of the list and you would have to select the Completed or All filtering option and locate the record you just updated in order to add the comments, and then return to the Pending view to continue processing the records.

6. Choose Approved or Denied from the drop-down for each withdrawn consent.  If you approve a withdrawn consent, you may be prompted to add a hold code to the person, defaulted in with the hold associated with the current consent type being processed.  You can choose to apply the hold (along with any related action or action list) or you can simply close the hold window to not apply the hold.

Once a consent is approved or denied and the resolution has been saved, you can’t change that decision. This preserves the history of a person's data privacy requests.

7. Once you approve or deny all the data privacy consent type updates (i.e., no rows in the table have a Pending status) and save your changes, the parent request’s status updates to Completed.  If you are viewing only the Pending rows, the row you were working on will be removed from the list of Pending requests.

 

1. From the Data Privacy Requests grid, select the pending Forget Data request you want to work with.

2. The details of the request display on the bottom of the window, along with options to run a report that lists all the places the person's data is stored, forget the person's data, or deny the request. Example

   

   We recommend that you run a data report as the first step to verify if the person's data can be anonymized.

3. Click Forget Data to run a stored procedure that scrubs all personally identifying information from the person's record. The Verified? checkbox must be selected before the procedure to forget a person's data can begin. This is to ensure that a processor has reviewed the person's data and confirmed that it can be anonymized.

   Once you run the stored procedure to anonymize a person's data, it cannot be undone.

1. From the Data Privacy Requests table, select the pending Forget Data request you want to work with.

2. The details of the request display on the bottom of the window, along with options to run a report that lists all the places the person's data is stored, forget the person's data, or deny the request. Example

   

   We recommend that you run a data report as the first step to determine if the person's data can be anonymized.

3. If appropriate, enter a reason for denying the request in the Processor/Verifier Comments field and save the changes.

4. Click Deny Request to deny the person's Forget Data request.

1.  Right-click in the existing table and choose either Add Row or Insert Row.

2. Enter the requester’s ID/Name.

The ID_NUM must be greater than 1 and not equal to 999999999.

3. Select a Request Category from the drop-down (Update Consent, Access Data, or Forget Data).

4. By default, Receipt Date is the current date, Verified? is unchecked, Verified By and On are blank, Request Status is Pending, Status Last Updated On is the current date, and Status Last Updated By is the current user.

   If this is a new Update Consent request, no Consent Types are added by default. You’ll need to add one or more Consent Types or Consent Type Groups to this request.

5. In the Request Details section, choose a Request Source from the drop-down.

6. If desired, enter any comments into the Requester Comments field.

7. Save.

   You can't delete a saved row.

 

 

Select the checkbox in the Verified? column to indicate that a request has been verified. Deselect the checkbox to indicate that the request hasn’t been verified.  Save your changes.

If the Request Status is Completed or Denied, you can’t edit the Verified? column. Forget Data requests must be verified before you can run the stored procedure to anonymize the person's personal information.

 

1. Click on the row containing the Update Consent request you want to work with. Details about the request display in the bottom right of the window.

2. Click Add Consent Types/Groups. The Consent Type and Group Lookup pop-up opens. Example

   

3. Use the radio buttons at the top of the Lookup window to choose between consent types and consent type groups.

   Only those consent types that are not already associated with the request will be available for selection on the Lookup window, and only those consent type groups with one or more consent types not already associated with the request will be available for selection. Place your cursor on the info icon at the end of a consent type group’s row to see which consent types in it aren’t currently associated with the person.

4. Select the checkbox in the Select? column to choose which consent types or consent type groups to add.

5. Click Add to add the consent types or consent type groups and keep the lookup pop-up open. Click Add and Close to add the consent types/groups and close the lookup window. Click Close to close the pop-up without making any changes.

   Choosing to add a Consent Type Group adds each of the Consent Types in the group to the Update Consent record being worked on.  Each consent type will only be added one time.

6. If you have the requester's decisions available (e.g., in the case where you are adding a record from a paper form), set the Requester Decision to Granted or Withdrawn for each displayed consent type. Upon selecting the Granted option, the Processor Resolution field for the consent type will be set to Approved. For each Granted  and Approved consent type, the processor may be prompted if they wish to remove a hold and/or apply the action or action list upon removing the hold.

 

 

 

Select the request you want to add a comment to, and then enter your comment in the Processor/Verifier Comments field in the Request Details section.  Save your changes. Example

If a user submits a request to access their data, use the Run a Data Report button to generate a report listing all the places where the user's data is stored in Jenzabar One.

Requests are listed in the order they were received.

Yes. Select the request you want to add a comment to, and then enter your comment in the Processor/Verifier Comments field in the Request Details section.  Save your changes. Example

No, you cannot delete an existing request. This is to preserve the history of users’ data privacy requests.

Yes. Right-click in the existing table and choose either Add Row or Insert Row.

The Verified checkbox is disabled when a request’s status is Completed or Denied.

CUST_DataPrivacy_Anonymize_Data_PRE is called at the beginning of the Jenzabar provided stored procedure before any deletes or updates occur for our standard tables, while CUST_DataPrivacy_Anonymize_Data_POST is called at the end of the standard anonymize process. Both PRE and POST SPs are passed the ID_NUM as the only parameter.