Documentation


General Data Protection Regulation [GDPR]









Author: D. Baschleben

Disclaimers
The information contained in this document is the proprietary and exclusive property of Bewotec GmbH except as otherwise indicated. No part of this document, in whole or in part, may be reproduced, stored, transmitted, or used for design purposes without the prior written permission of Bewotec GmbH.
The information contained in this document is subject to change without notice.
The information in this document is provided for informational purposes only. Bewotec specifically disclaims all warranties, express or limited, including, but not limited, to the implied warranties of merchantability and fitness for a particular purpose, except as provided for in a separate software license agreement.


Privacy Information
This document may contain information of a sensitive nature. This information should not be given to persons other than those who are involved in the "DaVinci" project or who will become involved during the lifecycle of this project.


General remark
The final dialog design/layout of the screens may vary, but the described functionality shall be integrated.




















Revision History

Content
1. Introduction
2. New check boxes in client profiles
3. New user right
4. Anonymization of client profiles
5. Anonymization process
Client role
Pass Data
Emergency Contact
Banking data
Client Cards
6. Test Case
7. Error handling
8. Assumptions
9. Information Report
10. Encryption of e-mail attachments
11. Data objects

Introduction

The General Data protection regulation (GDPR) is a regulation within the EU on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (Data Protection Directive)
This regulation is binding within the member states of the EU and entered into force on 25 May 2018.
In order to comply with the regulation DaVinci will provide the possibility to call an information report for all personal data stored within DaVinci such as address data, banking data or booking data (Right of Access). Furthermore, DaVinci provide the possibility to anonymize personal data (Right of Erasure).
DaVinci supports both requirements as a standard solution. The new feature will be realized within DaVinci release 1079.

New check boxes in client profiles

There are three new check boxes within a client profile.

• Kontakterlaubnis (contact permission) with which the user can steer whether the client allows contact or not
• Kunde anonymisiert (client made anonymous), this checkbox will be set by the system when a client profile is set to made anonymous.
• Kunde-Anonym.-Sperre with which the user can prevent the anonymization of a client profile.

New user right

The user right "Privacy protection" disables the field "Kunde anonymisiert" within the client profile.

Anonymization of client profiles

General approach:
The standard solution anonymizes a client profile directly from the search (both static and free search). The user can click on "Kunde anonymisieren". This triggers the anonymization of a client profile if all checks passes through.
If versions of client profiles are activated then all version of a client profile is affected by the anonymization.

Anonymization process

Client role

Only the roles Privat, Begleiter, Testkunde, Reisender and Interessent are applicable for anonymization.





In case an unsupported role is used, following message appears.

Pass Data

Pass data will be removed completely.

Emergency Contact

All emergency data will be removed completely.

Banking data

All banking data will be removed completely.

Client Cards

The Client Card number will be anonymized.

Test Case

Test client profile before anonymization





Client profile after anomyzation







Usually the client profile cannot be selected within the client search. For this example, the client profile was manipulated within the database to get it visible again.
Booking data:

Error handling

The anonymization is not possible under following conditions.

1. Wrong role is used:

1. Lock Anonymization setting is active

1. Bookings with departure in the future

The return date of the booking is relevant.

1. Existing open items

1. Existing duplicate

1. Active client card

Here the client card active setting is decisive.

Assumptions

• Clients connected to future bookings (as client and/or participant) are not possible to anonymize. This is related to the return date of a booking.
• Clients with unpaid items are not possible to anonymize
• Participant names without link to a client number will not be anonymized
• Participants connected to client profiles can be anonymized
• Fields will be anonymized and will be overwritten by 3 random letters
• Duplicated clients have to be anonymized separately
• The user has to call the anonymization manually in the client search per each client profile
• Only certain roles of clients as mentioned above are applicable for anonymization

Information Report

The new report file STD_GDPR_Disclosure.rpt will be assigned under Adressen>DatenschutzInfo. This report is a XML report which requires a STD_GDPR_Disclosure.rpt.config and STD_GDPR_Disclosure.xsd.

The report requires following further scripts:

• Sprachfelder_GDPR_Disclosure.sql
• Textbausteine_STD_GDPR_Disclosure

By highlighting a certain client number in the client search the user can call the report.


The report shows all relevant personal data that is stored in DaVinci, i.e. the client's address and communication data, banking information, club information, passport and bookings connected with the according client number.

Encryption of e-mail attachments

In each booking document the user can set the assignment to encrypted.

When opening an attached pdf then it will be asked to insert a password.





The password is set by a stored procedure. By default it is defined to use the client`s ZIP code. However, it would be also possible to define another password logic.

Restriction: Password protection does not work for realtime fulfilment, request handling and lists.
Until DaVinci version 1079 5 this functionality works only for XML reports and not for ODBC Reports.

Data objects

There is a protocol table GDPR_PROTOCOL

The validation is done by Stored Procedure bewo_GDPR_CheckBusinessRelations.
The anonymization is done by Stored Procedure bewo_GDPR_Anonymize_Client.