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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

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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.

Example personal data capture form  
Example personal data capture form