Permission Statements

Permission Statements in DataGuard CPM are the auditable text displayed alongside consent collection forms. These statements provide detailed explanations to Citizens about what data is being collected, how it will be processed, and the legal basis for the collection. Ensuring that Permission Statements are clear and accurate is crucial for maintaining transparency and compliance with data protection regulations.

Key Points

Purpose of Permission Statements

• Detailed Explanation: Permission Statements offer a detailed explanation of the consent being collected, including the specific data being gathered and how it will be processed. This helps Citizens make informed decisions about their consent.

• Auditability: Permission Statements are an auditable component of consent collection. They ensure that there is a clear record of what was communicated to the Citizen at the time of consent.

Managing Permission Statements

• Templates and Widgets: If you are using DataGuard CPM’s templates and widgets to update consent, you do not need to manually manage Permission Statements. The Template Form Builder handles the creation and updating of these statements automatically.

• Custom Integrations and Citizens UI: If you are using the Citizens UI to update consent, or if you have a custom integration that does not rely on a template, you will need to manually create and include a Permission Statement in your transactions. This manual step ensures that your consent collection process remains transparent and auditable.

Immutability and Archiving

• Immutability: Permission Statements are immutable once created, meaning they cannot be edited or deleted. This immutability ensures that the text presented to the Citizen at the time of consent remains unchanged, providing a reliable audit trail.

• Archiving: While Permission Statements cannot be edited or deleted, they can be archived. Archiving a statement removes it from active use while preserving it in the system for historical reference and auditing purposes.

Permission Statement Links

• Reference Links: Permission Statement Links are references to specific Permission Statements. Unlike the statements themselves, the link can be updated to refer to a different Permission Statement. This provides some flexibility, allowing you to maintain a consistent reference while changing the underlying text if necessary.

• Immutability with Flexibility: Although Permission Statements themselves are immutable, using Permission Statement Links allows you to adjust the text shown to Citizens over time while maintaining a consistent reference. This approach ensures that the legal and informational integrity of your statements is preserved, while also allowing for updates as needed.

• Templates and Widgets: The Template form builder will also maintain a Permission Statement Link for it's own purposes. You will notice automatically created Template Links in the UI.

Best Practices

• Clear Communication: Ensure that your Permission Statements are clear, concise, and fully explain what data is being collected and how it will be used. This transparency is key to maintaining trust and compliance.

• Consistent Management: Regularly review and update your Permission Statement Links to ensure that the most current and relevant information is being presented to Citizens. Utilize the archiving feature to manage outdated statements without compromising your audit trail.

By effectively managing Permission Statements and Permission Statement Links in DataGuard CPM, you can maintain a transparent, compliant, and user-friendly consent collection process. This approach helps ensure that your organisation respects the rights of Citizens while adhering to legal requirements.