Peoplevox
Submit an Idea

GDPR and Peoplevox

What Peoplevox is doing about the GDPR

Peoplevox Ltd welcomes the General Data Protection Regulation (GDPR) as an important step forward in streamlining data protection requirements across the EU and as an opportunity for us to deepen our commitment to data protection. Peoplevox will comply with the GDPR in the delivery of our service to our Clients. For more information on our policy with respect to the GDPR, please refer to the Peoplevox and GDPR page on our website.

In a similar way to other existing legal requirements, compliance with the GDPR requires a partnership between Peoplevox and our Clients in their use of our services. We have closely analysed the requirements of the GDPR and are working to make enhancements to our products, contracts, and documentation to help support both Peoplevox’s and our Clients’ compliance with the GDPR.

Of particular interest to our Clients will be the steps we have taken to enable an individual’s right to erasure, also known as ‘the right to be forgotten’. We have taken a proven approach on this which is described in more detail below.

Finally, to help answer any questions we have created a category in the drop-down list within our helpdesk where you can select 'GDPR - I have a question relating to GDPR'. Please use this option to raise all GDPR-related questions via the helpdesk.


GDPR and the right to be forgotten

IMPORTANT: Any action taken to obfuscate or delete personal data within PVX cannot be reversed by the Peoplevox Team.

To act upon a data subject’s request to execute their 'right to be forgotten', you will need to make any personal data stored within the Customers and Sales Orders tabs of the PVX web application incapable of being connected to an individual. This is known in the GDPR as obfuscation. The sections below describe how you can do this.


Customers

Personal data can be contained in the following fields of each customer's record in PVX:

  • Account name

  • Contact name

  • Phone

  • Mobile

  • Email

  • Address Line 1

  • Address Line 2

  • Address Postal / Zip Code

To obfuscate this personal data:

  1. Sign in to the PVX web app as a user with the role of administrator.

  2. Go to the Customers tab in the Warehouse module.

  3. Search for the data subject's name in the list of customers displayed in the tab. You can use the Search and Advanced Search options in the panel on the left to find the correct customer account if necessary.

  4. Click View.

  5. In the Edit customer dialog, click Edit.

  6. Obfuscate the data in the eight fields listed above.

You can also use the Peoplevox API to obfuscate customer data. Please raise a ticket with the helpdesk if you require further information on how to do this.


Sales orders

Personal data can be contained in the following fields of each sales order in PVX:

  • Customer

  • Contact name

  • Customer’s email

  • Customer’s order reference

  • Invoice address line 1

  • Invoice address line 2

  • Invoice address Postal / Zip Code

  • Shipping address line 1

  • Shipping address line 2

  • Shipping address Postal / Zip Code

In addition, you may have configured your system to use the sales order attributes fields to contain personal data. As part of your GDPR planning process, you should check whether you have used Sales Order Attributes 1-5 in this way.

Users of PVX cannot edit sales order information, so we have written a script which will do this for you on a per sales order basis.

Note: The Customer field in the sales order is not included in the scope of this script as it can be obfuscated by the user following the instructions given in the previous section.

Please raise a ticket with the helpdesk using the following category from the drop-down list: 'GDPR – I have a sales order personal data obfuscation request'. You will then be requested to provide the following information relating to the respective data subject and the extent of the data that needs to be obfuscated:

  • Sales order number

  • Email address on sales order

  • Obfuscate sales order attribute 1 – Yes/No

  • Obfuscate sales order attribute 2 – Yes/No

  • Obfuscate sales order attribute 3 – Yes/No

  • Obfuscate sales order attribute 4 – Yes/No

  • Obfuscate sales order attribute 5 – Yes/No

Once this information is received, we aim to execute the obfuscation script within 14 days.

Back to Top