The GDPR is a data privacy law that affects organizations processing personal data of EU and UK citizens. We updated our Terms of Use and Privacy Policy to comply with the GDPR and added features to DojoExpert to help you comply with the regulation. In this post, you will learn:
- what you need to do to comply with GDPR
- what we changed in DojoExpert
- how to manage consent
How to comply with the GDPR
If you process, store, or handle data of EU or UK citizens, you need to comply with the GDPR. If your school is in the US, Australia, or another country outside the EU, this regulation is not mandatory for you, but applying GDPR procedures is recommended to improve data protection in your organization. Here is what you need to do at your martial arts school:
- have a Privacy Policy (and/or Terms of Use) for your school that explains how you use, store, and process members' personal data,
- collect consent from members by asking them to accept your Privacy Policy and authorize the processing of their personal data as described.
You need consent not only to process members' data, but also to contact them by phone or email and send marketing materials. Your members must have the right to:
- know which personal data you store and where,
- withdraw Consent at any time,
- get a copy of data you have stored about them (in electronic format),
- request that you delete all their personal data.
If you use DojoExpert to store your members' personal data then your members need to know that. You need to inform them that their data is stored and used according to DojoExpert Terms of Use and Privacy policy (provide links to our policies).
GDPR features in DojoExpert
DojoExpert can help you to comply with GDPR. Here’s what we changed in the app:
- In member profiles, checkboxes next to the email, phone, and mobile phone fields indicate whether the member has consented to being contacted through each channel.
- On the “send email” and “send SMS” pages, “show only with Consent” filters the list to members whose consent checkboxes are selected. This lets you send messages only to members who have given consent.
- Registration and lead forms include “Required checkbox text”, which adds a checkbox users must select to submit the form. For example, enter “I agree that my data may be used for…”. You can include a privacy policy link using HTML, such as: I accept this <a href="http://www.example.com/privacy">Privacy policy</a>.
- Use the Excel export feature on a member's profile page to download their personal data and provide a copy on request.
- The “GDPR” link in the “members” menu opens the consent form creation page.
Consent forms
You can collect consent using printed forms that students sign, or electronically through online forms sent by email. If you use paper forms, update the consent checkboxes in member profiles accordingly. You can also create a custom field to track who has given consent.
DojoExpert GDPR consent forms provide an electronic alternative. We have prepared two templates you can customize. Go to “members” in the main menu, select “GDPR”, and create a form. You can create separate forms for different groups, such as children and parents or adults. Write your own text or adapt a template:
In consent forms, {name} is replaced with the member's name, and {namefield} becomes a text field for entering the name of a parent completing a form for a minor. Click “preview” to see how the form will look:
DojoExpert consent forms include required “how can we contact you” fields and text explaining that you use DojoExpert under our Terms of Use and Privacy Policy. The forms use double opt-in, as recommended by the GDPR: after submitting a form, the user must click a confirmation link sent by email to complete the process.
Send consent forms using DojoExpert's email feature. Go to “Messages” – “Email” – “Send email” in the main menu. Ask members to follow the consent form link, and save the email as a template if useful. Insert {gdprX}, replacing X with the form ID shown in the form list. For example, use {gdpr1} for form ID 1. The system creates a unique link for each member when the email is sent, so these links can only be sent through DojoExpert.
When a member submits the form and clicks the confirmation link in the email, the result appears in their profile:
The phone, text, and email consent checkboxes are updated to match the member's choices. Below the notes field, you can see who completed the form and when. You can print the form or delete it so the member can submit it again. Here is the print layout:
Disclaimer
DojoExpert provides this feature without any warranties. Consult your legal representative about GDPR compliance and the content of your consent forms. The information and features described on this page do not constitute legal advice. DojoExpert cannot be held responsible for consequences arising from the use of this information or our app.