Accessing and Managing GDPR Functions

This article explains how to grant the relevant permissions required to access the GDPR pages in LocataPro. It also explains where to find the GDPR pages. 

TABLE OF CONTENTS

• Adding Permissions
• Accessing GDPR and searching clients
• Downloading and Redacting Client Records

Adding Permissions

In order to access the GDPR functions within LocataPro, users will need to have the relevant permissions - of which there are two. Follow the below steps to give users permissions to manage the GDPR functions:

1. Click Settings
2. Click Users
3. Edit the user requiring the permission
4. Grant the relevant permissions: "GDPR Export Client Data" enables users to download the full file for that client, to provide during Subject Access Requests. "GDPR Forget Client" enables users to mark clients for redaction, anonymising the record
5. Save changes

Accessing GDPR and searching clients

In order to download client records or mark them for redaction, we first need to access the GDPR functions and search for the client. Follow the below instructions to access GDPR and search clients:

1. Click settings
2. Click GDPR
3. Search for clients in the top bar

Downloading and Redacting Client Records

Once you have the relevant permission, have accessed the GDPR page and found the client record, you're now able to download and redact records. Follow the below actions to download and redact client records:

1. To download the client's data, click "Download Data"

Note: The client's record is downloaded as a zip folder containing any relevant files in HTML format, dependent on the module the record exists within.

2. To redact the record, click "Redact"

Note: Marking a record for redaction schedules that record to redact - we perform this process on a nightly basis. You can cancel the scheduled redaction before it runs overnight.