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What is GDPR?

The General Data Protection Regulation (GDPR) is a regulation in EU law on data protection and privacy for all individuals within the European Union (EU) and the European Economic Area (EEA) to give users more control over their personal data.

SummitAI Application is Now GDPR-Compliant

The SummitAI application complies to GDPR rules. Under GDPR regulations, the users need to provide their consent to allow other users to view their personal data. After the user acceptance, the personal data will be stored in the SummitAI application in an encrypted form. The following fields are considered as personal data, encrypted, and stored: Joining Date, E-mail ID, Login ID, Country, Address, Contact Number, Mobile Number, State, City, Pin, and Role. If any of these fields are blank, data for the blank fields will not be encrypted and stored.

GDPR Configuration

A new GDPR CONFIGURATION page (Admin > Advanced > GDPR > GDPR Configuration) is added in the SummitAI web application. On the GDPR CONFIGURATION page, the following sections and tabs are added:

GDPR STATUS INFORMATION section

There will be an Application downtime on disabling GDPR. The downtime depends upon the amount of user data in the Application.

LOCATION MAPPING tab

Under the LOCATION MAPPING tab, the Administrators can enable GDPR only for a selected location by specifying the Domain and Location. Location is dependent on the selection of Domain.

The following scenarios describe the Location mapping:

• If GDPR is enabled and Location is mapped, then GDPR is enabled for the users of the mapped Location. If the user is not mapped to any location, then GDPR is not applicable.
• If no Location is mapped and GDPR is enabled, then GDPR is enabled for all the users of the Application.
• If GDPR is enabled and only one Location is mapped, and then that Location is made inactive, then GDPR is not applicable for users from any Location.

ADMIN MAPPING tab

Under the ADMIN MAPPING tab, the Administrators can be added. The Added Administrators will be notified upon accepting or declining GDPR.

MESSAGES tab

Under the MESSAGES tab, the Administrators can select any pop-up message (GDPR Acceptance, GDPR Re-acceptance, Enabling/Disabling GDPR) related to GDPR and edit the Title and content of the selected Message.

Figure: GDPR CONFIGURATION Page 

For more information about configuring GDPR, see Configuring GDPR.

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Enabling GDPR Enabling GDPR

Enabling GDPR

To enable GDPR, please contact the SummitAI Support Team.

GDPR End User Flow

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Figure: GDPR End User Flow

Following are the steps to accept or decline the GDPR CONSENT FORM:

1. After user Sign-in in web application, if GDPR is enabled, you are redirected to the GDPR CONSENT FORM. Accepting this consent by clicking the ACCEPT button is considered that you are agreeing to display your personal data to the Analysts and Administrators of the SummitAI application.
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   Figure: GDPR CONSENT FORM
   
   
2. The following pop-up window with a confirmation message is displayed, when you click ACCEPT button. Image Added
   Figure: GDPR CONSENT FORM - ACCEPT pop-up window
   
   
3. If you click OK on the GDPR Consent Form - ACCEPT pop-up window, you are redirected to the home page of the SummitAI application. Below mail will be sent to user. If you click Cancel, the control remains in the GDPR CONSENT FORM screen.
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4. If you click DECLINE on the GDPR CONSENT FORM, your personal data will be wiped out from the SummitAI database records. The following pop-up window with a confirmation message is displayed, when you click DECLINE.
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   Figure: GDPR Consent Form - DECLINE pop-up window
   
   
5. If you click OK, on the GDPR Consent Form - DECLINE pop-window, you will not be able to use the SummitAI application anymore. The next time you try to use the Application, you will receive the GDPR Consent Form pop-up again. Click ACCEPT to allow displaying of your personal data and continue to use the Application. Below mail will be sent to user and administrator.
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6. If the user tries to log in to the SummitAI application after declining the GDPR CONSENT FORM, the pop-up window given below is displayed.
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   Figure: GDPR Consent Form Declined - Accept Now?
   
   

7. If you click OK on the GDPR Consent Form Declined - Accept Now? pop-up window, you will be redirected to the GDPR CONSENT FORM. If you click Cancel, you will be logged out of the SummitAI application. The below mail will be sent to user.Image Added

Impact of Enabling GDPR

Impact to Users

If GDPR is enabled, the users will receive a GDPR Consent Form to accept or decline to display their personal data in the Application. If they accept, the user personal data is encrypted and stored in the SummitAI database, and the users can continue to use the Application. If the users decline to display their personal data, their personal data is wiped out from the Application and they can no longer use the Application. They can try to access the Application again, however, they must accept the GDPR Consent Form to use the Application.

Impact to Application

By enabling GDPR, the Application takes formal consent from the users about displaying their personal data to the Analysts and Administrators of the Application (or users having access to reports). The personal data is encrypted and stored in the SummitAI database.

Mobile Application

If the user logs in from Mobile Application, and the user hasn’t accepted the GDPR Policy in Web, then the below message is reflected on the mobile app:

"Please click Accept in the GDPR Consent Form in the SUMMIT web application to continue to use the SUMMIT Mobile app."

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Disabling GDPR Disabling GDPR

Disabling GDPR

To disable GDPR, please contact the SummitAI Support Team.

Impact of Disabling GDPR

Impact to Users

If GDPR is disabled, the users will not receive any consent form to accept or decline to display their personal data in the Application.

Impact to Application

The user personal data will still be stored in the Application, but will not be encrypted.

Known Limitations:

After GDPR is enabled, the personal data is stored in the following way:

• If GDPR is enabled, the columns that are encrypted (Example: Email ID, Address, etc.) and replicated to DN reporting tables will not contain the actual data. In place of the data the following string will be shown *****.
• Any personal data and any report that is using the DN tables will not show the actual data. Instead, the following string is shown *****.
• The existing data in the columns that store the personal data will be retained when there is a switch in the status of GDPR. For example, if GDPR is enabled, old records will still have e-mail id in the DN tables in plain text. But, the new records will be stored with the following string *****.

GDPR Status Report

A new GDPR STATUS REPORT page (Reports > Click Select Module drop-down list> Select module as Admin > Select GDPR Status Report from the REPORTS drop-down list) is added. The GDPR Status Report gives detailed information about which users have Accepted GDPR, which users have declined GDPR, which users have accepted GDPR after declining it, and which users have taken no action. On the FILTERS pop-up of the GDPR STATUS REPORT page, the following new fields are added:

• GDPR Status
• Domain
• Location
• User Name

Users can select the status type, for which they want to view the GDPR Status Report, from the GDPR Status drop-down list. The users can also select the Domain and Location for which they want to the view the GDPR Status Report. The users can view the GDPR Status Report for a particular user by searching the user’s User Name/E-mail ID in the User Name field.

Figure: GDPR STATUS REPORT