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What is GDPR?

The new EU General Data Protection Regulation (GDPR) comes came into force on 25 May 2018 (including in the UK regardless of its decision to leave the EU) and will impact every organisation which holds or processes personal data. It will introduce new responsibilities, including the need to demonstrate compliance, more stringent enforcement and substantially increased penalties than the current Data Protection Act (DPA) which it will supersede.

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Claritum's GDPR Approach

Claritum is committed to high standards of information security, privacy and transparency. We place a high priority on protecting and managing data in accordance with accepted standards and will comply with applicable GDPR regulations when they take effect in 2018, as a data processor, while also working closely with our customers and partners to meet contractual obligations for our procedures, products and services.

The company has two main areas of focus in preparing for GDPR overseen by an internal cross-functional team:

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It is important to recognise that compliance is a shared responsibility and all organisations will need to adapt business processes and data management practices.

Compliance

Claritum already has robust information security policies and procedures but policies such as Incident Response Plans and Backup Data Retention will be are reviewed and updated on a regular basis.
Compliance will also be supported by a review of existing contracts with Claritum ensures compliance by the data controllers, the use of sub-contractors and any data export arrangements by having relevant arrangements in place.

Contract

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A new addendum to your current contract is being prepared and Customer Services will be contacting you to get this approved and in place.

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The contract between Claritum and our clients covers the rights and responsibilities on both sides, as you, the ‘data controller’ and Claritum, the ‘data processor’ under the terms of the GDPR.

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As with all compliance programmes, clear documentation of and consistent adherence to the policies is key and so Claritum is working towards ISO 9001 compliance. More information about this will be available over the coming months.

Data Protection Officer

Even though (technically) Claritum are not required to do so under the terms of the GDPR, Claritum have appointed a Data Protection Officer (‘DPO’) whose task is to inform, advise and monitor compliance. The company will implement tools as appropriate that support the process, providing necessary security and ongoing delivery of objectives.

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These efficiency improvements will be announced along with other release notices in the usual way.

What type of personal data can be stored and who can access it?

We

Personal Data Mapping - data Subjects and Elements

As a Data Processor we manage the following personal data in Claritum on behalf of our Customers


Data SubjectPersonal Data Element

Supplier User

·       Name and Surname

·       Email

·       Phone Details

·       External ID

·       Place of Work

Customer User

·       Name and Surname

·       Email Address

·       Phone Details

·       Fax

·       Cost Centre

·       Physical Address

·       External ID

·       Gender

·       Place of Work

·       Image

·       Banking Details

Service Manager

·       Name and Surname

·       Email Address

·       Phone Details

·       Place of Work

·       External ID

·       Banking Details


Additionally, we have prepared a ‘map’ of all the places in the system that potentially ‘personally-identifiable’ information may come into the Claritum system. This map also details which types of users may access the data and to what extent (viewing/reading, updating, both).
This data ‘map’ can be found here

Where is Claritum Data stored?

The Claritum system runs on Rackspace Public Cloud.
 
UK and European customers are hosted in their London (UK) region.
The data centers meet the following standards:
ISO 27002
Rackspace have also released their GDPR statement and shared FAQ's list which can be viewed on their website: https://www.rackspace.com/en-gb/gdpr

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Systems and Personal Data we

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share to support our Customers

We As a Data Controller we securely store your information in other applications allowing us to support you and your organisation

Atlassian Jira ( Support Portal)

Atlassian Jira is a product Claritum use for managing support tickets. Only Super User's data is stored in Jira which includes data such as:

  • Name and Surname
  • Email address

You can check how Atlassian Jira securily store and use the information: on a daily basis.

Data ProcessorData SubjectCategoryPersonal Data ElementsPurpose

Atlassian

https://www.atlassian.com/trust/security

Aha! (Ideas Portal)

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https://www.atlassian.com/gdpr

Claritum Customers ( Key Contacts, Super Users)Support Portal
  • Name and Surname
  • Email Address

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To support Claritum customers with issues, questions about the Claritum system.

The tool is used for managing tickets / communication between Claritum and their Customers ( key contacts, also known as Super Users )

Aha!

https://www.aha.io/legal/security

SalesForce 

SalesForce is our CRM and Marketing software used by Customer Services and Marketing department. The following data is stored in SalesForce for out Customer Key Contacts

Claritum Customers ( Key Contacts, Super Users)Ideas Portal
  • Name and Surname
  • Email Address

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Manages improvement requests, new features and functionality requests

The tool is used for managing improvements, ideas for new features and functionality requests submitted by Claritum's customers ( key contacts, also known as Super Users )

HubSpot

https://www.

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hubspot.com/

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data-privacy/

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Act-on

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gdpr

Marketing Contacts Sales Contacts

Claritum Customers ( Key Contacts, Super Users)

CRM and Marketing

Emailing

  • Name and Surname
  • Email Address
  • Company

...

  • Address Information
  • Phone Number
  • Title

Marketing and customer relationship management tool.

Aligns inbound and outbound marketing campaigns across the customer lifecycle

Data is stored for commercial communications and to enable users to use the Claritum system and for Claritum to be able to contact Administrators of the system