Consent is one of the recommended lawful basis for processing an individual's data. There are many situations where consent for processing will not be required as other lawful basis can be used such as the need of entering a contractual agreement or the need to pursue legitimate interests. That being said, when it comes to being able to recruitment and marketing activities, consent will be the recommended method of establishing a lawful basis for processing. For more information about this, please read Article 6, Article 7, Article 8 and the ICO's guidelines on consent.
Main Things to Know
- You must display the request for consent clearly, prominently and separate from the terms and conditions.
- You cannot use pre-checked boxes, or catch-all statements such as "By completing this form you consent to ... ". Consent needs to be explicit and requires the data subject to take a positive action in order to opt-in.
- You must specify why you need to process the information using clear language.
- You have to offer granular options for consent and ensure that individuals can refuse to consent without detriment.
- Individuals under the age of 16 cannot give consent for processing their data.
- You need to keep a clear record of the consent in your system.
- You must offer the data subjects an easy way to withdraw their consent.
Gecko offers a lot of different methods of requesting and managing consent at the point when you collect the data. You can add labels through workflows, use checkbox form fields or use a checkbox contact field. Additionally, there are hard-coded consent preferences in the system that allows data subjects to block all future calls and SMS messages coming from your instance.
- Our recommended approach to capturing and managing consent would be to use a contact field. We would recommend reading this article on contact fields if you are not familiar with them yet. First, you will need to create a field option list that will contain the items within your consent contact field. You create a list in Settings > Field Options > New Option:
2. Once you have your field option list, create a contact field in Settings > Contact Fields > New Contact Field:
Name the field something that all users will recognise when building forms. The best type for such a field are Checkboxes. The Template Tag option allows you to specify a short name for this field used when doing mail merge tags in emails or when pre-populating form fields on the web. Lastly, select the options template you created in step 1 and save.
3. Once you have created a contact field you can drag it into the form and save.
4. When configuring the workflows that send out messages to students, make sure you check that the relevant consent fields are checked:
If you are doing a broadcast or call campaign, you would have to configure the condition to check for the relevant value in the consent field:
5. Last but not least, you need to provide your data subjects with an easy way to manage their consent. The easiest way to do this in Gecko is to create a form that will be used for managing consent. A link to this form can be included at the bottom of all outgoing emails and you can pre-populate and hide fields like name and email and only leave the consent options on the form. You can see an example of such a form on this link. To see the process working in practice, fill out this form here and check your email inbox.
Consent fields with Gecko Protect:
The new GeckoProtect add-on offers powerful consent functionality that is easy to manage. GeckoProtect users can create and manage consent fields within settings:
Any changes made by students are logged in a dedicated area in settings:
When creating templates or campaigns in Gecko, you will be able to specify which consent fields should be checked:
Lastly, the form builder will support a brand new dedicated field to manage advanced consent options:
With GeckoProtect, you can generate a unique and secure URL within your outbound communications that will direct students to their Contact Portal. Students are able to confirm their identity via email or SMS and edit consent preferences via the portal. Here's an example of how the contact portal page will look like for a student:
Any questions? Feel free to start a live chat with a member of our support team or explore the rest of our academy at your leisure.