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Personal Data Analysis Form Date completed: dd/mm/yyyy Completed by: A.N. Other Article 9(2) Special exception used category of (special category personal data? data only) No Not applicable
Project or business process
Personal data item
Description
1
Website sale
Customer name
The name of the customer; sometimes different to the name of the person receiving support
2
Website sale
Customer email address
Email address of the customer; usually a business email but often a gmail or hotmail account
No
3
Website sale
Customer telephone number
Phone number, usually business but could be personal
4
Website sale
Credit card details
5
Website sale
Customer address
6
Website sale
Customer IP address
7
Post-sale review requests
Lawful basis of pro...
Managing Director
Consent
Human Resources
Customer address
Product Manager
Contractual
LinkedIn Connections
Customer email address
Sales and Marketing Manager
UK law
Newsletter
Customer IP address
Post-sale review requests
Customer name
Post-sales support
Customer name and e...
Pre-Sales Enquiries
Customer name, comp...
Yes
Sales and Marketing Manager
Sales records and Contractual ongoing support
Not applicable
Yes
Sales and Marketing Manager
Sales records and Contractual ongoing support
No
Not applicable
Yes
Sales and Marketing Manager
Number, expiry and CVC of customer's credit card Physical address including street, city, county, zip and country
No
Not applicable
Yes
No
Not applicable
Yes
Sales and Marketing Manager Sales and Marketing Manager
IP address of the purchaser at the time of purchase
No
Not applicable
Yes
Sales and Marketing Manager
Backup contact if email doesn't work - do we need this? Sale - details are not kept by us. Sales approval via credit card; tax records; VAT charging Evidence of location for tax purposes
Customer name and email Name and email address of the address customer; usually a business email but often a gmail or hotmail account Newsletter Customer name and email Name and email address of the address customer; usually a business email but often a gmail or hotmail account Provision of product Customer name and email May be different to the updates address purchaser
No
Not applicable
Yes
Sales and Marketing Manager
No
Not applicable
Yes
No
Not applicable
10
Feedback survey requests
Customer name and email address
No
11
Post-sales support
12
Product sample downloads
Customer name and email address Customer name and email address
13
LinkedIn Connections
Customer name, company and location
14
15
9
Owner
Credit card details
Owner
8
Personal data item
Feedback survey reque...
Processing purpose
Ref
Lawful basis of processing
If consentbased, how is consent obtained? Not applicable
Automated decisionmaking?
Level of data subject access
Location stored
No
Accessed via portal
Not applicable
No
Accessed via portal
Contractual
Not applicable
No
None
Web server Sales spreadsheet on File Sharing Website Web server Sales spreadsheet on File Sharing Website Web server
Contractual
Not applicable
No
None
Contractual
Not applicable
No
Can be amended but not viewed via portal
UK law
Not applicable
No
Post-sales Consent marketing of additional products
Not obtained
Sales and Marketing Manager
Post-sales Consent marketing of additional products
Yes
Product Manager
Not applicable
Yes
Product Manager
No
Not applicable
Yes
Product Manager
No
Not applicable
Yes
Sales and Marketing Manager
No
Not applicable
Yes
Sales and Marketing Manager
Communication that an update is available Post-sale and annual feedback survey - issues and improvements Product support and questions Provide samples of products on request by customer Send connection request in LinkedIn
Pre-Sales Enquiries Customer name, company, email address and telephone number
No
Not applicable
Yes
Sales and Marketing Manager
Human Resources
No
Not applicable
Yes
Managing Director
Employee name, address, Basic information required for NI number, salary and employment bank account details
Obtained from data subject?
Project or business ...
Retention period
Encryptio Access controls Third parties shared with n level
UK
7 years
None
2FA
None
UK
7 years
None
2FA
None
UK
7 years
None
2FA
None
Payment Processor Web server
Not Known
7 years
At rest
2FA
None
UK
7 years
None
2FA
None
None
Web server
UK
7 years
None
2FA
None
No
None
Reviews Website
Not Known
7 years
Not Known 2FA
Reviews Website
No
Unsubscribe available at any time
Web server
UK
7 years
None
2FA
None
Contractual
Customer explictly signs up for the newsletter Not applicable
No
Accessed via portal
Web server
UK
7 years
None
2FA
None
Consent
Not obtained
No
None
Mailing Website
Not Known
7 years
Not Known 2FA
Mailing Website
Contractual
Not applicable
No
None
7 years
At rest
2FA
None
Not applicable
No
None
File Sharing Website Web server
Not Known
Contractual
UK
7 years
None
2FA
None
Consent
Customer explicitly accepts connection request
No
None
UK
7 years
None
2FA
None
Respond to customer enquiries
Contractual
Not applicable
No
None
UK
7 years
None
2FA
None
Payroll, tax and employment records
Contractual
Not applicable
No
None
Not Known
7 years
At rest (File Sharing Website)
2FA
Payroll Bureau
LinkedIn; Sales spreadsheet on File Sharing Website Email; Sales spreadsheet on File Sharing Website File Sharing Website Payroll Bureau
Country stored in
Comments
May not be genuine IP address if proxy server is being used.