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