Quick Guide to the GDPR Manager

Quick Guide to the GDPR Manager


As a result of the changes that will be introduced with the entry into force of the GDPR (General Data Protection Regulation), a new module appeared in Prowly. It primarily allows you to store consents for the personal data processing for your Audience contacts database. Today we would like to make you familiar with all its possibilities.

GDPR Manager - new module accessible from Audience management section level:
Screen from GDPR module 1
It’s main advantages can be summed up in 3 bullet points:
  1. You store your consents where your contacts are.
    Thanks to Prowly GDPR Manager you can manage the consents in the same tool, which is used to store contacts and distribute your sendouts. It is much less stressful than having all files spreaded around your mailbox and hard drive of your computer.
  2. You can acquire consents from different levels in the application.
    If, for example you run a PR agency and have to manage different clients, you can determine separately what sort of distribution materials will be delivered to mailboxes of certain pre-defined scopes of your contacts. Just take it into account when you create the web form in Prowly.
  3. Your sendouts are safe.
    Only you, your team and your recipients have access to the distribution materials sent via Prowly. Nobody else will see the data and information you use. What’s more, your mailings will not be sent to those contacts who have not given their consent, it is blocked automatically.
And all this in compliance with the new letter of the law.
GDPR Manager is designed to boost your knowledge about the recipients of your mailings with information on the status of their consent to the processing of personal data (that is, whether they agree to the processing or not) as well as for which data processing purposes these contacts gave you their consent.
This is why GDPR Manager can be accessed by entering Audience, as it constitutes an element of contact management, and Audience is where you keep your contacts database.

How do I ask for consent to process personal data in Prowly?

  1. Start by defining the scope, that is, indicate the contacts to which you want to send consent requests.
  2. Then, create the so-called web form, which is a virtual form the recipient of request is asked to complete (more about the web form a bit later).
  3. The last step in the process is to create an e-mail body click SEND to make sure your email with the link to the form will be delivered to your recipients’ inboxes.
Now, in Prowly, GDPR Manager allows you to monitor the changes in the statuses of contacts within defined scopes. These statuses reflect how individual contacts responded to your email.
Contact statuses that may appear in the GDPR Manager are as follows:
  • Approved (with sub-statuses Confirmed and Manual Confirmation)
  • Not Approved (Awaiting, Declined, Unknown, and Undelivered)
Basically, we will also allow you to “upload” consents that have already been granted to Prowly. Imagine a scenario where you already have consents from your recipients in your email. If you send (forward) such an email containing the recipient’s consent to the email address indicated in Prowly’s panel, the consent will be assigned to the contact in the database and the Prowly user will only have to confirm the match.
The remaining statuses are as follows:
  • Awaiting — the request for consent was sent, but the recipient didn't respond to it; the request for consent was not received by the recipient’s server (meaning it’s not a bounce, and the message was delivered to the recipient’s inbox correctly).
  • Declined — the contact did not agree to the processing of his or her personal data, which means that in practice, they opened the form, ticked the box demonstrating refusal of consent. If necessary, if you receive a refusal through a different channel than Prowly, you can change the contact’s status manually.
  • Unknown — with regard to the contacts with this status, no action has yet been taken to obtain or “upload” consent, or the match has not yet been accepted.
  • Undelivered — the email containing the link to the web form has not been delivered due to technical reasons.

How does requesting consent look on the practical front?

Everything revolves around the web form. It is through this form that our contacts will provide information about: whether they agree to the processing of their dataif yes, for what purposes they agree to have their data processed.
You can design the form so that it will correspond to the visual identification of your brand and reflect your goals and company language. You can choose a logotype, color scheme, format the text of the entire form and the message that will be displayed to the users after they complete the fields (the so-called “thank you message”).
After the mailing has been sent, you will be able to see the consent status for individual contacts in the detailed statistics. This way, you’ve got your finger on the pulse, and the filters available in Audience also help you with that.
They will help you read the status of your database as a whole—how many contacts have which status and who should be contacted again (perhaps also by phone), to sort out the consent status.
In short, you have full control over the management of consents to data processing.
All actions related to the GDPR Manager are reflected in the Audience contacts database. For this is exactly why this module was created—for you to be able to send mailings in a manner consistent with the applicable regulations, that is only to those who gave their consent for the processing and for a specific purpose they accepted.

Additional info:

This article concerns a fee-based module, which is a comprehensive solution; in addition to the GDPR Manager module that you can order, an additional function related to the GDPR will appear in each Prowly account in the form of a new piece of information about each contact. This information will refer to whether the contact in question has expressed consent to the processing of his or her data or not; in practice, there will be a checkbox for Prowly users to tick, if they obtained consent to the processing of personal data or leave unticked in the case they don’t have such consents; this function is the minimum option we provide in the application in connection with the entry into force of new regulations. Also, it will be possible to filter the contacts database based on this option.

If you wish to get to know more about the paid option please write to sales@prowly.com or call us on + 00 49 48 730 746 760


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