GDPR Tool

Introduction

The GDPR protection regulation collects all relevant personal data from a Maileon account and stores it in a ZIP archive. Maileon users can use this tool to compile data associated with an email address and then forward the file — as it is — to the recipient, thus fulfilling the GDPR request.

General information

Articles 15 and 20 of the GDPR establish the right of individuals to access their data and request its transfer. Data controllers are therefore required to provide all information specified in Article 15 upon request, ensuring it is delivered in a readable and commonly used format. Additionally, the data must be transmitted securely and exclusively to the requesting individual. To comply with this requirement, a thorough and documented identity verification process must be conducted before disclosing any information.

Fulfilling a GDPR Data Request

If a contact or a partner of you makes an inquiry to send them a GDPR data request, go to List & Contacts > Tools > GDPR Data request.

Fig. 1: GDPR tool is easy to access in the ’Tools’ section of ‚Lists & Contacts‘.

In GDPR Data Request enter the emailing address of the contact who submitted the request, then click on the Generate information file button (fig. 2). Below the Email address field, you will find a summary of the GDPR, Articles 15 and 20.

Fig. 2: Enter the emailing address of the contact who submitted the GDPR data request.

Note: Exporting the requested information may take more than a few seconds (fig. 3). The generated file will be in ZIP format and stored in the export database for at least three days.

Fig. 3: Download the exported GDPR file.

Click on the file to download it to your PC. Each generated account folder contains the Maileon account number (fig. 4).

Fig. 4: Locate the generated file on your personal computer.

The folder contains the Contact Information, the Sendout History, and the Voucher Information in CSV format (fig. 5), if the module is activated in your Maileon account.

Fig. 5: Aggregated CSV files with GDPR relevant information.

In the Contact Information section, you will find the collected data, primarily consisting of the recorded values from the input fields displayed in the contact list (fig. 6). All data (the complete zip file) can be sent – as it is – to the recipient.

Fig. 6: Contact information data regarding the GDPR rules.

The Sendout History contains the collection of emailings sent to recipients, including the sending date and data on whether the emailings were opened or clicked (fig. 7).

Note: This data is only collected if DOI+ with Single User Tracking is activated. Otherwise, the number of Opens and Clicks will be always zero, regardless of the actual number of clicks and openings.

Fig. 7: Sendout History data: name of the emailing, sent date, opens, and clicks.

The Voucher information will be displayed when the voucher tool is activated (fig. 8). In this section you can find:

• the number of the created voucher codes,
• the emailing address of the contact,
• the date of creation,
• the name of the emailing,
• the date the voucher was published.

Voucher date: voucher core, date of creation, name of the mailing and the published time.

All this information will be sent to the recipient in compliance with CSA regulations. Maileon can provide the GDPR data request using this CSV folder with the specified account number, which is sufficient for compliance.