Here are the requirements from the DPO of the project:
As for obtaining the identity and professional email addresses of project coordinators within the NETWORK module, it is recommended, to implement a notification system for the individuals involved, with the option to opt-out:
When a person's data is entered (either in the back office by project users or in the front office by platform visitors, upon validation of the input form), establish the automatic sending of an email to the provided address to inform the person that its data has been entered for publication on the platform, explaining the reasons and the processing of their data (mentioning GDPR).
If possible, introduce a delay between the data entry and its publication, and inform the person that this is the period during which they can oppose this processing. If not possible, limit it to the time needed for moderators to validate the project profile.
In all cases, specify the means by which the person can formalize their objection and communicate it in the email (generic email address, reply to the sent email, or a link).
In case of objection by the person, do not publish their data and delete it from the databases.
It is also recommended to include a tooltip or another alert format in the project entry form (which should also be formulated in the Terms and Conditions) regarding the data that can be entered for a project, especially in the free-text description field, to limit the data collected through this channel to the strictly necessary. For example, 'Please do not provide personal or sensitive information, with the sole exception of the identity and professional email of the coordinator you identify.'"
Please discuss them during our next meeting.
EmilieVrot
commented
8 months ago
Hello Carla,
Here are the requirements from the DPO of the project:
As for obtaining the identity and professional email addresses of project coordinators within the NETWORK module, it is recommended, to implement a notification system for the individuals involved, with the option to opt-out:
When a person's data is entered (either in the back office by project users or in the front office by platform visitors, upon validation of the input form), establish the automatic sending of an email to the provided address to inform the person that its data has been entered for publication on the platform, explaining the reasons and the processing of their data (mentioning GDPR). If possible, introduce a delay between the data entry and its publication, and inform the person that this is the period during which they can oppose this processing. If not possible, limit it to the time needed for moderators to validate the project profile. In all cases, specify the means by which the person can formalize their objection and communicate it in the email (generic email address, reply to the sent email, or a link). In case of objection by the person, do not publish their data and delete it from the databases. It is also recommended to include a tooltip or another alert format in the project entry form (which should also be formulated in the Terms and Conditions) regarding the data that can be entered for a project, especially in the free-text description field, to limit the data collected through this channel to the strictly necessary. For example, 'Please do not provide personal or sensitive information, with the sole exception of the identity and professional email of the coordinator you identify.'" Please discuss them during our next meeting.
Emilie