GDPR Settings in ClickTime

This article provides instructions for setting up General Data Protection Regulation (GDPR) compliance within your organization's ClickTime account.

The GDPR is designed to safeguard the privacy and data of individuals within the European Union (EU). ClickTime's GDPR-compliant tools enable you to manage and protect personal data responsibly, ensuring that your data practices align with regulatory standards.

Company Wide Settings
Specific Individuals Who Must Give Consent
Consent from Individuals
Revoking Consent

Company Wide Settings

An Administrator for each organization should review the GDPR settings from the Company > Preferences page if they have not done so already. Here, administrators can configure the necessary settings to ensure compliance with GDPR requirements.

To set up GDPR Compliance:

1. From the Company > Preferences page, select GDPR Compliance Setup.
2. Next, indicate whether some, all, or none of your employees are EU residents by choosing the appropriate option.
3. Click "Update" to save your settings.

Specific Individuals Who Must Give Consent

If you’ve chosen "Only some individuals in my organization are subject to GDPR", you will need to update the Person Details page for everyone who uses ClickTime in your organization. This can be done by clicking into each individual’s record from the Company > People page.

To mark an individual as subject to GDPR:

1. Open the Person Details page for the user.
2. Scroll down to the "Data Access Consent (GDPR)" section and select "Edit Section".
3. Check the box indicating that "GDPR applies to this user".
4. Click "Update" to save the changes.

Consent from Individuals

Anyone who uses ClickTime and is subject to GDPR is required to consent to ClickTime processing data that may be personally identifiable. Upon their next login, a pop-up message will appear requesting their acknowledgment. This consent must be given before the employee can access their ClickTime account.

Consent is required in order to access ClickTime.

Please Note: To use the Mobile Application, users must first go to https://login.clicktime.com, enter their credentials, and acknowledge consent before they can log into the Mobile Application again. This requirement also applies to anyone attempting to use the ClickTime Connector for QuickBooks or our API before they have given consent.

Revoking Consent

If a user who has provided consent later decides they want to revoke consent, this can be done from their My Preferences page.

1. Scroll down to the "Data Access Consent" section and select "Edit Section".
2. Uncheck the box acknowledging consent and click "Update".

This action will log them out of ClickTime, and a notification will be sent to ClickTime. ClickTime will then contact the appointed Data Officer at your organization, notifying them of the revocation, so they can proceed to remove the user's personal data.

The Data Officer should then anonymize any personally identifiable information for the user, such as their name, email address, and any data stored in Custom Fields.