What you see here
This screen sits under My Customer Dossier, tab Processes. The title reads “Customer related processes” and the intro asks you to confirm the interactions with your customers and the data items you use in them.
GDPR requires you to have an overview of, and control over, the personal data your business processes. This screen is where you map that out for your customers.
The screen has two parts:
- Your own processes at the top, as cards. Each card shows the process name and description, and underneath the Data Items that belong to it, for example “Customer name”, “Home address” or “Payment overview, customer account”. A freshly added process shows a Confirm Data items button on the right, with a note that the process was added for you and that you should review its data items.
- Consider adding at the bottom. Based on your sector, processes are ready for you here, grouped under “Priority for your plan” and “Also suggested for you”. Think of “Customer prospecting”, “Client newsletter / promotion” or “Card or app payments by customers”. At the very bottom sits the More processes… tile to pick from the extended list or create your own process.
If you have not added anything yet, a message at the top says “You haven’t added any processes yet!” with a hint that you can easily add one from the list below.
If you arrived via the website scan, the screen points you to the scan findings that still belong in your customer dossier. Review in dossier takes you straight to them.
What is expected of you
- Add the processes that apply to your business. Click a suggested card. A window opens with two tabs: General (Process name, Description, Purpose, Legal basis, optionally a note) and Data items. Click Next to move to the data items.
- Review the data items on each card. Check that the listed items match what you really use. Add items from the suggestion list or the library, or create your own if something is missing. Then confirm with Confirm Data items.
- Remove what does not apply. A process your business does not have, you simply delete via the bin icon on the card. The screen asks you to confirm the deletion.
- Take your time. Everything is saved automatically. You do not have to do it all at once: make a start and come back in a few days to refine.
Not sure which processes to document? Read Which processes should you document. To change the order of your cards, see Reordering processes.
The screen is done when the warning about missing processes has disappeared, every card shows confirmed data items and no Confirm Data items button is left open. The matching action on your Dashboard then flips to “Done”.
Next step
Go to the Systems tab in the same dossier and list the software you use for your customer interactions. If that includes cloud or SaaS tools, also mention the vendor in My Third Party Dossier. What you fill in here forms the basis of your records of processing and your privacy statement on the GDPR Documents page. How it all fits together is explained in What is in the GDPRWise dossier.
Watch the video
In a minute and a half you see how to build your customer dossier, from the suggested processes to reviewing the data items.