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Below you'll find some quick tips and instant support on how to get started in setting up your Compliance Area on the Volcanic website to support your GDPR obligations.
For more detailed information that explains Compliance Area in the context of the GDPR, download our guide.
The starting point is to upload the details of your data representatives. Without this information saved in the system, Volcanic may not act as your data processor.
The main data representative must first of all have an admin account in the system.
Next, go to the Compliance tab in the left hand menu of your website’s Admin Area.
Under Compliance, click the Data Representative tab.
From the dropdown menu of all admin users, select your data representative (DR). Check their contact details are correct.
Your main data representative should be the contact you have registered with the Information Commissioner’s Office (ICO). This could be your DPO or designated data representative. You can also add other DRs as secondary contacts.
Secondary DRs do not need to have an account in the system, but they need one to be upgraded to the main DR. Only the main DR can add a new main DR.
Every business will need to write its own policies and bespoke messages, whether these are your terms and conditions, your cookie policy or your legal, preference or consent messages. To find out which cookies are used on the Volcanic website, read our blog here. The ICO's privacy notices section may also be a useful resource.
Yes. You can edit the wording that will appear on the candidate dashboard and in the legal and preference messages and titles to suit the needs of your business. For example, you may change how the RTBF or Right To Be Forgotten wording appears on the candidate dashboard.
How? Go to 'Global' in the Admin Area and click the Theme Content tab. In the dropdown, select User Dashboard where you can edit the wording as you require.
Go to the Compliance tab in the left hand menu of your website’s Admin Area.
Under Compliance, click the ‘Consent’ tab.
In the top right corner click on the ‘New document’ button.
Under document type, click the drop down menu and select the type of document you wish to upload. This could be
Cookie policy
Privacy policy
Terms and conditions
First opt-in message
Second opt-in message
Age verification message
Give your document a title - for example Cookie Policy 1.1. Set a version number and then add your cookie policy in the box.
There are 4 checkboxes:
Active - This makes the document visible on the site.
Needs approval - This makes the document approvable by a user. If you don't select this function it will be set to accept by default, in the same way as your cookie policy.
Include in forms - to set the document to appear in the application and registration forms.
Require accept - This makes the field mandatory in order to submit forms. It is only available if "Include in forms” is ticked and will only appear once you tick the Include in forms box.
To show the new document on your site tick the ‘active’ box.
You can now view the document by clicking the plus next to the document type.
Go to the Compliance tab in the left hand menu of your website’s Admin Area.
Under Compliance, click the RTBF tab and tick the ‘enabled’ box in the top right. Unticking this box disables this function.
On the candidate dashboard, underneath their profile picture, the candidate will be able to click ‘Right To Be Forgotten request’. Once clicked, the next screen will present them with an option to ‘submit request’.
When a candidate makes a Right To Be Forgotten request, it triggers an email notification to the data representative (DR) with instructions on what to do.
The DR will also receive a reminder email seven days before the request is due to be completed.
Go to the Compliance tab in the left hand menu of your website’s Admin Area.
Under Compliance, click on the SAR tab and tick the ‘SAR enabled’ box on the left hand side. Unticking this box disables this function.
On the candidate dashboard, underneath their profile picture, the candidate will be able to click ‘Subject access request’. The next screen will present them with an option to ‘submit request’.
When a candidate makes a Subject Access Request, it triggers an email notification to the data representative (DR) with instructions on what to do.
Go to the Compliance tab in the left hand menu of your website’s Admin Area.
Under Compliance, click on the SAR tab and tick the ‘User download data’ box on the right hand side.
If you choose not to enable this, we strongly suggest that you make provisions for this request to be made and handled by yourselves in an alternative way.
If you have enabled this function, on the candidate dashboard within the ‘My Data’ section there will be a ‘download data’ button. When they click this they will download a CSV of their data.
Under the GDPR individuals have a right to suppress processing of personal data. If an individual requests their right to restrict processing you must action this.
To do this you need to go to the Users tab within your Admin Area and search using the Search function for the individual by name.
Bring up their details by clicking on their name and click the ‘Suspend User’ button to prevent any further processing of data.