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Ark-M : GDPR Center for Management Admin

GDPR CENTER

GDPR center is one of the main module in our system. It allows Management Admin and Client to configure all things related to GDPR for their Ark-Sites, and also Ark Management platform.

Under GDPR center, there are several componentscomponents:

1. AV Contract

AV Contract is aan e-contract prepared by Management User,Admin. everyEvery Client who subscribes to our system, should view and agree on this contract, before they start to use our system.system Itmodules. is

a

Under featurethe toArk-M allow> AV Contract, it allows Management UsersAdmin to create, edit, and review andthe alsocontract. offer

Contract will then be visible for Client tounder give confirmation to this agreement online.

Workflow

  1. Management User configure the AV contract for different client on AMCockpit > GDPR Center > AV Contract. This is where our client downloads, reviews and signs off the contract
  2. Everyonline. Client willis neednot allowed to signuse oneany contract only.
  3. When the Client first login to the Admin Panel. A modal will pop up to request the user to agree on the AV contract,modules before he/shesigning canthis access the rest of the modules.
agreement.

Screenshot of the modal (only appear if AV contract is not agreed)

Rules & Permission:
Clients are allowed to view the contract and provide confirmation.

  1. It’s compulsory for Client to tick the checkbox and agree before they can start using any modules.

  1. After submitting, the checkbox will disappear. Clients can come back here to view the contract, or Download the contract in PDF. From this time onwards, the Client can start using the modules subscribed.

AV CONTRACT

> How to configure an AV Contract ? <

Go to GDPR Center > AV Contract > Templates to create a new template for this contract.

  1. Go to [ Create Contract Template ]

  1. Fill up all fields here. You may create different versions of the contract as well.

  1. After a template is created, you may now create the contract.

  1. [ Create contract ] opens up a modal where you can choose if you want to create an old or new contract.
    1. Old contract - this option is to upload an old contract which is signed on paper. They can scan and upload the PDF copy of the signed contract via here, and input the signed date.
    2. New contract - this option is to create an AV contract via the system.
    3. The user may select the contract template created earlier, and assign this contract to a particular client.
    4. The client will see this contract under: Admin Panel > GDPR center > AV contract when first logged in.

Examples of creating an old/new contract.

The AV contract information above will be displayed inside the contract, created using placeholder, under the [ Create Contract Template ] form.

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2. ARTICLEArticle 14

Staging URL : https://ark-management-staging.proof-point-suite.com/#/dashboard/article-14

Articles 14 is a component that allows Management UserAdmin creates GDPR related articles. The content will createthen articlesbe relateddisplayed toin GDPR complianceCockpit for theirclient's clients to view on the Admin Panel, as a source of reference.

Article 14 @ Admin Panelviewing.

Workflow :

  1. Go to [ Create Article ]
  2. Enter the Topic & the content forof yourthe article, youmay maychoose to also configure the Sort Order for this article.Number.
  3. YouArticle maycan comebe backupdated later tovia update[ thisEdit article.] button

ScreenshotClick ofon creating'Create aArticle' newbutton article::

All the articles created underwill Managementbe Panellisted on Cockpit > ArticleGDPR 14 appear as lists of articles in Admin PanelCenter > Info Center.Infocenter

Staging URL : https://cockpit-staging.proof-point-suite.com/#/dashboard/article-fourteen

3. PRIVACY POLICY / IMPRINT

This feature is to allow Management Users to createPrivacy Policy / Imprint template,

A Privacy Policy is a legal document on a website that explains how user data is collected, used, shared, and protected. It often includes information on data types collected, storage duration, user rights, and security measures. A Privacy Policy is required by law in many regions.

An Imprint (mainly in Europe) is a legal requirement that provides company identification information, including the business name, address, contact details, and regulatory information. It ensures transparency and provides users with a point of contact for business-related inquiries. 

Both documents are essential for compliance and transparency on websites.

This component allows Management Admin to create Privacy Policy & Imprint documents, which later accessed by Client can use and edit,provide andagreement agreethat they agreed to take over the responsibility of their contentwebsite to their Ark Panel.content.

Workflow :

  1. ManagementGo Userto create[ contentPrivacy Policy ] or [ Imprint ] page.
  2. Search for the center which the documents are assigned to
  3. Click on the Admin[ PanelEdit ] button when center is displayed on the listing
  4. ClientFill Log-on to Admin Panel, check and editin the content of Privacy Policy & Imprint.
  5. Tick the checkbox &and submit.

Privacy Policy / Imprint @ Admin Panel

Search for the website, and input the content via the [ Edit ] button.

After clicking [ Submit ], this content will appearbe onavailable under Cockpit > GDPR center > Privacy Policy / Imprint under Admin Panel > GDPR Center.

PrivacyScreenshot Policy / Imprint

If a Client subscribes to Ark Panel, [ Client ] is required to read, edit and take over the responsibility of the content via Admin Panel upon first login. Example screenshot shown as below:

[ Client ] should come to the Admin Panel : Privacy Policy / Imprint page to read, update the content, and tickexample on ‘ICockpit assume responsibility for the legally correct formulation of the text’.:

After this step, Client has taken over- the responsibilityend of the Privacy Policy / Imprint. At the same time, this content will be displayed on the Center’s website.

  • Imprint content will appear in the Ark Panel as [ Impressum ]
  • Privacy Policy content will appear in the Ark Panel as [ Datenschutz ]

Screenshots from the Ark Panel > Site pages

To edit the privacy / Imprint content, the Client may go back to the Admin Panel to make changes, and it will be reflected over here as well.

Privacy Policy & Imprint is displayed on the website in the Footer.

4. INQUIRIES CONCERNED

5. DATA CONFIGURATION

This page allows the Client to configure when shall the data be anonymized.

5.1 Webform

Configure no. of days the webform data is kept inside the Ark Panel.

Below is an example of Submitted form data.

When you click on [ View submitted data ] , it should only show a form that is submitted within 7 days. The data will be completely deleted from here after the 7th day.

5.2 SHOP

Configure no. of days the shop order personal data is kept in the system. After the 2 days ( based on below example), personal data of the shoppers are anonymized in the system.

5.3 MEMBER LOGINS

Configure no.of days the user account data will be anonymized after his/her account is expired.

When the data is anonymized, it will be removed from the Member Listing below.

5.4 COURSES

Configure the number of days after a course is finished, the student data will be anonymized. Only the personal data is anonymized, course data is still in our backend so that a statistical report can be generated.

5.5 FUNNEL MARKETING

Configure the no. of days that the funnel's user data is anonymized after the funnel is completed.

Remarks : This has nothing to do with the newsletter’s recipient, they remained active until they unsubscribed or changed to blacklist.

6.1 CATEGORY


This is where the Client configures cookies categories as well as its content.

Form :

  • Title : key in a title for your cookie category
  • Description : Description for your cookie category
  • Position: to configure this cookie position on the banner. Example : if the position = 1, then it will be the first to appear on the banner. In this screenshot below is [ Essenziell ]
  • Standard Condition: There are 2 types of conditions, they can Active/Switched off
    • Active : When this option is selected, it will always be checked. ( As shown below = Ezzenziel )
    • Switched off: it can be checked/not checked ( As shown below = Tracking)
  • Status : Set as inActive, and it will be taken down from the cookie banner.

6.2 CONTENTS

This is where you add the contents for each cookie category.

Click on [ Create Cookie Content ] on the top right. Depending on what is the type of Cookie you have set. The button will initiate the correct forms for you to fill in.

6.2a. Essential Cookie (Example forms)

  • Title : A title for this cookie content
  • Description : Further description on this cookie
  • Cookie name : Name of the cookie
  • Cookie code : Specific code of the cookie
  • Editor : Editor of this cookie
  • URL publisher : Who published this cookie
  • Running time : The duration for this cookie to take effects
  • Position : The position of this cookie content under a specific category
  • Status : Active / Inactive

All these are information of the cookie, every cookie must have content in order to be displayed on the cookie banner. If the content is empty, the cookie will not be displayed on the banner.

Click on the link & it will go to this content modal :

This modal shows all the cookies created. Buttons on the left show all the cookie categories type according to the sorting order set. When clicking on each cookie cat, cookie content will display on the right. There can be more than 1 cookie content, depending on the configuration.

Except Essential Cookie, the rest you may choose [ Accept ] for individual cookie content in this modal.



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