The companies using Infobric Ease are responsible for the personal data that is processed within the system.
If you are a system administrator at a company designated as the data controller you need to know the basic settings concerning personal data processing on your system client and associated sites.
To allow our customers to work according to the new regulations regarding personal data, and make sure you can accommodate the requests from your employees, we are making some updates to Infobric Ease and associated services. This has been a work in progress since 2016, and our systems and routines has been thoroughly reviewed and updated to make sure they accommodate the regulations in full.
Below we will shortly describe the changes and new functionality in Infobric Ease and what actions you need to take. For more information and instructions, please visit our website here.
Each site in Infobric Ease need to have a specified data controller. The personal data responsibility applies to the data that processed in connection to the site in Infobric Ease.
We have added a new function for the system administrator to specify who should be the responsible data controller for the system client. As default joint data controllers for the personal data applies, and the system administrator should then specify which companies should be selectable as data controllers. You could also choose single data controller and specify which company should be responsible for all sites on the system client.
According to the principles of personal data control, no more data than necessary should be collected and stored, and it should not be used for any other purpose than for what is was collected.
We have med it possible for you limit what kind of data is processed, how it is stored and after how long it should be deleted. The system administrator determines these settings on the system client in Infobric Ease by activating and de-activating different personal data categories, and setting the time period for how long they should be stored before deletion.
According to the principles of personal data control, and GDPR, the aim is to limit the access to personal data as much as possible. To minimize this access, we are implementing two new roles on the system client and updating the permissions for the existing role Configurator.
These new roles can be assigned to users from the 25th of May and forward, and the permissions for the Configurator will be implemented then as well.
This setting enables you to turn the presence synchronization on or off for the Ease CheckIn app. If it is turned off the user won’t be able to see registrations done with the card on the regbox. User will only be able to see the latest registration (checked-in/checked-out) done with the app.
All persons registered in Infobric Ease have the right to protected personal data, according to the new regulations. As an employee you have the right to request information about how the personal data is processed, what information is registered and have control to adjust, correct, block and move this information if needed.
Through our GDPR- portal we will give the companies responsible for the data control the possibility to manage all request regarding personal data in Infobric Ease. To gain access to the portal, those of you who are appointed to be responsible for the personal data need to contact firstname.lastname@example.org.
Both the data controller and the personal data assistant has a big responsibility to do the necessary changes and updates according to GDPR. We recommend you reading up on what the GDPR actually entails at the Information Commissioner’s Office’s website Here you will also find hints and advise about what you can do to secure that your company complies to the new regulations.
You can rest assured that Infobric will help you with any information your may need to use Infobric Ease in a safe and regulation compliant way. We will help you sort out any possible issues or questions. Please contact us by +4420 3540 0193 or email@example.com
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