GDPR Compliance and Tools

The General Data Protection Regulation (GDPR) takes effect on May 25, 2018. If your business is based in the European Union (EU), or if you process the personal data of EU citizens, you are required to respond to requests from EU data subjects who ask to exercise their GDPR rights.

 

GDPR Statement

To learn more about GDPR and Rock Gym Pro, please see the Rock Gym Pro GDPR statement at:
https://www.rockgympro.com/gdpr/

 

Rock Gym Pro GDPR Tools

Rock Gym Pro has built FOUR new tools to help your business comply with these mandates.

1. Right to be Forgotten - Purge A Single Customer Record
2. Right to be Forgotten - Purge Multiple Customer Records
3. Email Opt-In Option on Your Waiver
4. Option to Include Privacy Policy on Your Waiver

IMPORTANT: These tools will be available in Rock Gym Pro in the the May 21st, 2018 feature release. Be sure to update RGP after May 21st to use these tools.

 


 

1. Right to be Forgotten - Purge A Single Customer Record

If you receive a request from an EU customer requesting that their data be removed from the RGP database, you can purge the single customer record and all associated data.

From Data Entry go to Manage → Settings → Misc.

Place a tick mark next to Enable customer purge capability and then RESTART RGP.

gdpr1.png

Important: This setting must be enabled in order for the Purge feature to work.

 

- Look up a customer and click on the Advanced button on the bottom of the screen.
Select Purge Data & Documents.

gdpr2.png

 

This function is password protected. Once an Administrator assigns a Purge Password to staff, RGP Managers will be able to purge a customer.

 

gdpr3.png

 

ONLINE DATA: In order to complete your purge of customer data, including items stored online, you will need to create a backup of your data and send the backup offsite so that any online data that needs to be forgotten is replaced with the most current backup that does not include the forgotten backup.

On the computer containing MySQL Server, launch Rock Gym Pro:

  1. Go to Data Entry -> Maintenance -> Backup and Restore
  2. Choose your target backup folder (which can be a network drive, USB drive, etc)
  3. Make sure you check the Enable Secure Offsite Backups box.
  4. Press EXECUTE BACKUP

Once this is done after initiating a customer purge, all online data is now replaced with the latest data from the backup you have sent offsite.

 

 

2. Right to be Forgotten - Purge Multiple Customer Records
If you want purge a group of customers and all of their associated data (e.g.; those who have not visited in X years), you can use Customer Queries to tag multiple customers and purge them at the same time.

From Data Entry go to Manage → Tags → Apply Actions

Select Purge Customer Data (password protected)

gdpr4.png

 

All purges are recorded in the Audit Log, showing the customer’s first name, last initial and birthday. By recording these events, you are able to view which customers were purged should you have questions about a customer’s history.

 

gdpr8.png

 

ONLINE DATA: In order to complete your purge of customer data, including items stored online, you will need to create a backup of your data and send the backup offsite so that any online data that needs to be forgotten is replaced with the most current backup that does not include the forgotten backup.

On the computer containing MySQL Server, launch Rock Gym Pro:

  1. Go to Data Entry -> Maintenance -> Backup and Restore
  2. Choose your target backup folder (which can be a network drive, USB drive, etc)
  3. Make sure you check the Enable Secure Offsite Backups box.
  4. Press EXECUTE BACKUP

Once this is done after initiating a customer purge, all online data is now replaced with the latest data from the backup you have sent offsite.

 

3. Email Opt-In option for Calendar Bookings and Online Gift Cards
When a customer books an event from your online calendar, you have the ability to let your customer choose their email opt-in setting.

From Calendar go to: Manage Schedule -> Settings -> Booking Messages -> Email List Opt In/Out

 

gdpr5.png

 

Selecting Unchecked from the dropdown will require your users to check the box in order to opt-in to your email communication.

 

 

4. Option to include a Privacy Policy on your RGP Document Forms

You have the option to include a company policy button on the documents your customers are required to sign. This button will display the privacy policy for your business.

For RGP Documents:

From Data Entry go to Manage → Waiver Management Settings → General Settings

Place a tick mark next to the Additional Policy Button Enabled field.

 

gdpr6.png

 

Give the button a label and click on the Modify link to add your policy content.

Publish to Design-to-Live

Your customers will now see the Privacy Policy button at the top of your document. When clicked, your Privacy Policy will appear as a pop-up window.

 

gdpr7.png

 

For Smartwaivers:

If you are using Smartwaiver, please follow the instructions provided in the Smartwaiver Help Center.


Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments

0 comments

Please sign in to leave a comment.