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    ONTRAPORT and GDPR

    About ONTRAPORT and the GDPR

    Applies to: All ONTRAPORT accounts.

    ONTRAPORT's information and compliance statements as a data processor are located in the  GDPR, Privacy Shield and ONTRAPORT section of our Legal page. While you are there, our Terms of Service, Privacy Policy, and copyright information is there also. 

    Because ONTRAPORT complies with the EU-U.S. Privacy Shield Framework you will not have to obtain any other certification from ONTRAPORT. Note that we address the Swiss equivalents of the GDPR and Privacy Shield at these same links.

    We are not attorneys and this is not legal advice. We strongly advise you to seek out professional advice on the requirements of the GDPR for your business in your country.

    How to Use ONTRAPORT to comply with GDPR advice you may be getting.

    We understand that people are saying all kinds of things may be required of you to comply with GDPR. Here's how to accomplish some of the things people may be recommending.

    Add a Checkbox to Your Forms

    Create the Checkbox Field

    1. Create a checkbox field in the Field Editor by going to Contacts > Settings > Field Editor.

      Field editor icon in contacts - settings

    2. Click the + Add Field link at the bottom of the Contact Information section.

      Add checkbox field

    3. Name the field and select "Checkbox" for the type. Leave the checkboxes for "This field is unique" and "This field is required" unchecked if you have them. Click the Save button on this pop up when done.
    4. Save the changes to the Field Editor by clicking the Save button at the top right.

    Add the Checkbox Field to a Form

    The checkbox field can be added to the Contact Information section of an Order Form block, or the Form section of a regular Smart Form block.

    1. Add the form block to your ONTRApage or ONTRAform, and select it for editing.
    2. For order forms, click the Contact Fields section in the palette. On Smart Form blocks select the Form section to expose the contact fields for editing.

      Select contact fields in the palette

    3. Click the + Add button at the bottom of the palette to add a field to the form. Select the checkbox field you just created.

      a checkbox field has been added to this form

    4. Configuring the checkbox:
      1. Additional consent needed such as "Also send me email", "permission to use your data for marketing", or other situations where you want the checkbox to be entirely optional: Do not check the "Required field" checkbox.
         
        Check box required field configuration options

      2. Terms of Service, Conditions of Sale, and other instances where your contact must click the checkbox to continue submitting the form: Click the "Required field" checkbox.
    5. Save the checkbox field, then click Done in the palette. Save the ONTRApage or ONTRAform and publish it.

    Link to Your Privacy Policy

    Many consultants say you must link to your official Privacy Policy on every opt in or order form. Create or edit the policy to be in compliance with the GDPR, then use any of the footer blocks in ONTRAforms or ONTRApages to add the link to that policy. Several of the footer blocks have text for the privacy policy already in the footer. Learn how to insert hyperlinks in ONTRAforms and ONTRApages here.

    Collect IP Addresses

    ONTRAPORT automatically records the IP address the browser provides for any opt-in form. In some cases the browser does not provide an IP address and the field is left blank. You will also have a blank IP address field if you import contacts, add them via API or enter them manually in ONTRAPORT. IP addresses can be found in the contact record under the system information tab. 

    Don't Use Geo Location

    Some consultants are saying not to use IP address geolocation to estimate the contact's city, province or state and country because that's not data the person has given you on a form. You can email Support to have geolocation turned off if you agree with this advice.

    Add a Cookie Notification Bar

    Some countries require you to notify visitors that you use cookies on your website and link to your Privacy Policy that has information about the cookies or a separate Cookie Policy. You can create a lightbox ONTRAform to act as a Cookie Notification Bar. Check with your local authority to verify what must be in your cookie notification; this example may not include all the elements.

    1. Create a new ONTRAform selecting a text or callout block you can edit for this purpose.

    2. Edit the block to reflect how you use cookies. If you have a WordPress Membership site using our PilotPress plugin, and don't use any other tracking or marketing scripts like Google Adwords, Facebook Marketing Pixel, etc. you can use the simple example below.

      THIS SITE USES COOKIES: Cookies and related tracking scripts are used to assist with logging in and navigating from page to page, and customize your experience. By continuing to use this site you explicitly agree to the use of these cookies. Read our PRIVACY POLICY for more information on the use of cookies.

    3. Publish the form. Select "Automatic Lightbox" and the option to have it appear at the top or bottom of the page. Have it trigger after 2 seconds, and select the checkbox for "If popup has been closed or filled out, don't show to this visitor again." Optionally, you can set the checkbox for "Display this popup once during XX hour time frame" to 12 or 24 hours if you desire to have it display each day to the same visitor.

      Settings for making a cookie notification bar

    4. Copy the form code and insert it on your web pages.

    Delete Someone's Personal Data

    Delete All of Someone's Personal Data

    To delete someone's personal data simply delete their Contact Record. As soon as you delete the Contact Record the data is not available to anyone. ONTRAPORT will also delete their data using our normal processes. Learn how to edit or delete a contact record here.

    Delete Some of Someone's Personal Data

    Go into their Contact Record and manually delete the data in the fields. ONTRAPORT will also delete the data using our normal processes, and it is not stored any where else. 

    Show Someone Their Personal Data

    There are two methods to do this. One is to use the Export function in the Contacts Collection to export all of the data fields for their Contact Record. As this is provided in standard CSV format it meets most requirements. Your Contacts can use Excel or a free spreadsheet program such as Open Office to read the file in a familiar table format.

    You can also create an ONTRApage with all of the contact fields displayed as merge fields. Send the ONTRApage link in an email as a PURL to have the merge fields populated with the Contact Record values. 

    How the GDPR Will Be Enforced

    The GDPR will be implemented and enforced by the EU member states. We strongly recommend you obtain legal advice from a qualified attorney to determine your liability under these rules for each of the countries in which you operate, or contact the local governing agency for their recommendations. Here are some of their requirements:

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