Claritum - Personal Data Map
In Claritum there are various places where potentially personally-identifiable information can be entered, who may access it at that point and whether they can set/change it or simply view it.
R/W = Read and Write
R = Read only
W = Write only
Customer integration - where Claritum receives data from customer's integrated system.
Supplier Integration - where Claritum receives data from customer supplier's integrated system.
Service Provider Integration - where Claritum receives data from system user's integrated system.
| Accessed By | |||||||
| Data Subject | Description | Service Manager (Administrator) | Service Provider Integration | Customer User | Customer Integration | Supplier User | Supplier Integration |
| Service Platform User Details | Service manager users have their details on the system including name, email, phone. | R/W | - | R | - | R | - |
| Customers | Organisation name | R/W | W | R | - | - | - |
| Customers | Multiple addresses linked to the organisation. May contain personal name/address. | R/W | W | - | - | - | - |
| Customers | User details incl. name, phone number, email adress, shipping address and other notes. | R/W | - | R | W | R | - |
| Customers | Invoicing terms (free-text fields) | R/W | - | - | - | - | - |
| Customers | Headers & footers content for quote documents | R/W | - | R | - | - | - |
| Customers | Cost Centre addresses (with free-text fields) | R/W | - | R | - | R | - |
| Customers | Catalogue/User Profiling | R/W | - | - | - | - | - |
| Suppliers | Organisation name | R/W | W | R | - | R | - |
| Suppliers | Organisation details have free-text fields including ‘Terms and Conditions’. | R/W | - | - | - | - | - |
| Suppliers | Contact details of users associated with the supplier organisation | R/W | - | - | - | - | - |
| Suppliers | Supplier performance ratings can contain free-text | R/W | - | - | - | - | - |
| Suppliers | Notes relating to the supplier are free text | R/W | - | - | - | - | - |
| Projects | Customer name | R | - | R | - | - | R |
| Projects | Customer User contact details | R | R | R | - | - | R |
| Projects | Project title | R/W | - | R | - | R | R |
| Projects | Project part title | R/W | - | R/W | - | R | R |
| Projects | Product code | R/W | R | R | - | R | R |
| Projects | Specification details. Forms capture the customer requirement potentially using many free-text fields. Also the specification from Rate Card items ordered. | R/W | - | R/W | - | R | R |
| Projects | Shipping addresses (including personal contact) can be assigned for a project | R/W | R | R/W | - | R | - |
| Projects | ‘Special Instructions’ allows a free-text field | R/W | - | R/W | - | R | - |
| Projects | Attachments (any file type). Can be uploaded at any time and can be copied from catalogue items being ordered. | R/W | - | R/W | - | R/W | R |
| Projects | 'Private Notes' on the Project page | R/W | - | - | - | - | - |
| Projects | A ‘Delivery’ activity can also contain free-text in its ‘Delivery Instructions’ field when completed | R/W | - | - | - | - | - |
| Projects | Supplier Quote Response - notes | R | - | - | - | R/W | - |
| Projects | Order References (e.g. PO number, Cost Centre, Project Code, etc) | R/W | R | RW | - | R | R |
| Supplier RFQ | Emails sent to the supplier can have manually edited free-text (v2 only) | R/W | - | - | - | R | - |
| Customer Quote | PDF document can contain additional free-text | R/W | - | R | - | - | - |
| Customer Quote | Emails sent to the customer can have manually edited free-text. | R/W | - | R | - | - | - |
| Goods Receipts | Comments (free text) | R/W | - | - | - | - | - |
| Goods Receipts | Recipient's name, email, phone and address | R/W | - | - | - | - | - |
| Stock Orders | Shipping addresses and contact details | R/W | - | R/W | - | R | R |
| Stock Orders | Private notes | R/W | - | - | - | - | - |
| Stock Orders | Attachments (any file type). Filename and contents could contain personal data | R/W | - | R/W | - | R | - |
| Stock Orders | Order References (e.g. PO number, Cost Centre, Project Code, etc) | R/W | - | R/W | - | R | R |
| Stock Orders | Special instructions | R/W | - | R/W | - | R | - |
| Supplier PO | Footer text can be manually edited | R/W | - | - | - | R | R |
| Supplier Invoicing | Supplier's organisation name | R | R | - | - | R | - |
| Supplier Invoicing | Supplier's address | R | - | - | - | - | |
| Supplier Invoicing | Free-text fields for ‘notes’ and ‘invoice terms’ capture additional content when receiving an invoice from a supplier. | R/W | R | - | - | R | - |
| Supplier Invoicing | File attachments (when receiving/flipping a supplier invoice) | R/W | - | - | - | R/W | - |
| Sales Invoicing | 'Invoice Terms' free-text | R/W | - | R | - | - | - |
| Catalogue Products | Product title and description | R/W | - | R | - | R | - |
| Catalogue Products | Catalogue thumbnal image | R/W | - | R | - | - | - |
| Catalogue Products | Attachments (any file type). Filename and contents could contain personal data | R/W | - | R | - | - | - |
| Catalogue Products | Rate Card specification details | R/W | - | R | - | - | - |
| Catalogue Products | Detailed description (stock items) | R/W | - | R | - | - | - |
| Catalogue Products | Private notes (free text) | R/W | - | - | - | - | - |
| System Configuration | Customer Quote headers and footers | R/W | - | R | - | - | - |
| System Configuration | Supplier PO footers | R/W | - | - | - | R | - |
| System Configuration | PDF document stationery | R/W | - | R | - | R | - |