Example personal data capture form

Page 1

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Personal Data Capture Form

Security Classification: Internal Use Only Date completed:

dd/mm/yyyy

Project or business ...

Credit card details

Provision of product upd...

Customer address

Website sale

Customer email address

(blank)

Customer IP address

Completed by: A.N. Other

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

Customer name and email address

8

Newsletter

Customer name and email address

9

Provision of product updates Feedback survey requests

Customer name and email address Customer name and email address

11

Post-sales support

12

Product sample downloads

13

LinkedIn Connections

14

Pre-Sales Enquiries Customer name, company, email address and telephone number

15

Human Resources

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

10

Personal data item

Product sample downlo...

Customer name

Automated decisionmaking?

Lawful basis of processing

If consent-based, how is consent obtained?

Sales records and ongoing support

Contractual

Not applicable

No

Sales and Marketing Manager

Sales records and ongoing support

Contractual

Not applicable

No

Sales and Marketing Manager Sales and Marketing Manager Sales and Marketing Manager Sales and Marketing Manager Sales and Marketing Manager

Backup contact if email doesn't work - do we need this? Sale - details are not kept by us.

Contractual

Not applicable

No

Contractual

Not applicable

No

Sales approval via credit card; Contractual tax records; VAT charging

Not applicable

No

Evidence of location for tax purposes

UK law

Not applicable

No

Post-sales marketing of additional products

Consent

Not obtained

No

Yes

Sales and Marketing Manager

Post-sales marketing of additional products

Consent

Customer explictly signs up for the newsletter

No

No

Yes

Not applicable

No

Yes

Consent

Not obtained

No

Customer name and email address Customer name and email address

No

Yes

Contractual

Not applicable

No

No

Yes

Contractual

Not applicable

No

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

Contractual

No

Consent

Customer explicitly accepts connection request

No

No

Yes

Sales and Marketing Manager

Respond to customer enquiries

Contractual

Not applicable

No

No

Yes

Managing Director

Payroll, tax and employment records

Contractual

Not applicable

No

Employee name, address, NI number, salary and bank account details

(a further 8 columns are not shown)

Owner

Processing purpose

Yes

Sales and Marketing Manager

No

Yes

No

Yes

Number, expiry and CVC of customer's credit card

No

Yes

Physical address including street, city, county, zip and country IP address of the purchaser at the time of purchase

No

Yes

No

Yes

Name and email address of the customer; usually a business email but often a gmail or hotmail account Name and email address of the customer; usually a business email but often a gmail or hotmail account May be different to the purchaser

No

Yes

No

Basic information required for employment


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Example personal data capture form by CertiKit Limited - Issuu