Knowledge base

Loyalistic has features to help our clients to better meet the requirements set by the EU General Data Protection Regulation (GDPR). Here is an overview on the GDPR-related functionality.

The basis for the processing

The GDPR requires that each contact should have a lawful basis for the processing of the contact's personal information. Usually the basis is either a given consent or some legitimate interest pursued by the company, such as direct marketing.

Here's an overview of the bases for the processing available in Loyalistic.

None

No basis has been provided. Contacts with no basis for the processing should be removed from the system.

Consent

The contact has given consent for the processing and possibly also marketing.

Contact

Processing is necessary for the performance of a contract.

Legal obligation

Processing is necessary for compliance with a legal obligation to which you (the company) is subject.

Vital interest

Processing is necessary in order to protect the vital interests of the contact.

Public interest

Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Legitimate interest

Processing is necessary for the purposes of the legitimate interests pursued by you or by a third party.

Please take care when assigning the basis for the processing to a contact, as it is your responsibility to make sure that you have a lawful reason for the processing of the contact's personal information. You can change the basis by editing the contact's information, under Additional settings.

Consents

Given consent is the primary basis for storing and handling a contact's information in Loyalistic. You can ask for consent for example on Honeypot forms.

Consent requests

To ask for a contact to give consent, you first need to create one or more consent requests. This can be done at Settings / Compliance Settings / Consent Requests. To add a new consent request, just click on the Add a new consent request button.

Give the consent request a name (shown only in listing on Loyalistic Suite), select a language, give the consent checkbox text (shown next to the consent checkbox on a Honeypot form) as well as the full consent text. The consent text should be easily understandable and give a clear picture to the contact what kind of consent they are giving.

Finally, select what kind of consents are given: just data processing or also marketing. Then click on the Save changes button to save the consent request.

Asking for consent

You can add consent checkboxes to a Honeypot form by editing the Honeypot's settings. Here, you can toggle whether you require a consent to proceed (red exclamation point), or just request it (green check mark).

When a contact fills out the Honeypot form, the given consents are stored in the database. Also, if no other basis for the processing has been given earlier to the contact, then the basis is set to Consent.

How all this affects sending emails?

When you are sending out an email to a contact list or several lists, this is roughly what happens.

1. Contacts who have an email sending block in effect (a bouncing address) are removed.
2. Contacts who are on the exclusion lists are removed.
3. Contacts who have no basis for the processing are removed.
4. Contacts who have unsubscribed are removed.
5. If your email contains marketing
   • Contacts who have a marketing ban in effect are removed.
   • Contacts with the processing basis of consent AND which have not given consent for marketing are removed.
6. The email is sent to the remaining contacts.

Transparency page

Under the GDPR, a contact has the right to access the personal data collected and stored to a system. In addition, the contact has the right to rectify and delete the personal data as well as withdraw consents or otherwise restrict the processing of their personal information.

Transparency page settings

Loyalistic has a transparency page, which offers a contact a complete view of data collected and stored. To enable the transparency page and its functionality, go to Settings / Compliance Settings / Transparency Page. By clicking on the Edit Transparency Page Settings button, you can set the transparency page functionality on and off, as well as prevent a contact from editing and/or deleting their information.

Should you wish to get a notification by email every time a contact edits and deletes their information, add your email address to the Notification email address box. Whenever a contact updates their information, you will get an email with the old and new contact information.

Contact's view

A contact can request access to view, edit and delete their information by entering their email address on the transparency page (https://<yourdomain>.loyalistic.com/transparency/). They will be sent an email with a unique link to access their information. The link is valid for 24 hours.

If no data about the person is stored, no link is provided in the email. Instead, the email will inform the recipient that no information related to the email address could not be found.

On the transparency page a contact can see their contact information, as well as given (and possibly withdrawn) consents. Depending on the transparency page settings, they can then correct their contact information or even delete all the personal data stored. The contact can also withdraw any given consents.

The transparency page even gives tools to manage tracking. The contact can forbid Loyalistic tracking completely by clicking the Do not track me on this device link. This is done by placing a special cookie to their browser.

Adding, managing and using custom fields in Loyalistic.

Sometimes you need to collect more information than just those standard fields Loyalistic offers. For instance, if you are arranging an event, you may want to ask your customers about dietary restrictions. Or you may want to allow your leads to describe what their company does in detail.

With custom fields, you decide what information is collected using the honeypot forms.

Managing custom fields

Creating new custom fields

You can manage custom fields in Settings / Fields. To add a new field, click on the New field button.

Label

First, give your new field a label. The label is visible on the contact form next to the field.

Field name

After you have added a label, you get a suggestion for the field name. The name is used as the technical key when storing the field values and it must be unique. Usually the suggested value works best.

Type

Next, select the type of the new field. The following types are available:

Checkbox list

One or more checkboxes.

Drop-down list

A list of selections, of which the user can select one.

Email address

Field for email address input. The format is validated by the user's browser.

Multiline text

A text area, with several rows for text.

Number

A text field that accepts only whole numbers.

Phone number

Field for phone number input. The format is validated by the user's browser.

Radio button list

A list of radio buttons, one of which can be selected at a time.

Text

One row of text, the basic text field.

Options

Options are basically the available values for a checkbox list, a drop-down list or a radio button list. You define which options/values are available. Each option has two (2) text fields:

• Value: the actual value of the field.
• Label: the text that is shown the the user.

For example, if you want to add language selector, you could use a drop-down list and add the following options:

• Value: EN, Label: English
• Value: FR, Label: French
• Value: GE, Label: German

The user is then presented with a drop-down list with three options: English, French and German. And if the user selects French, the value "FR" will be then saved to the contact.

Description

This is the description for the custom field. It's only visible to you and your colleagues.

Editing and deleting custom fields

When you have added some custom fields, you can see them listed on the Fields page.

You can edit a field by clicking on the wrench icon on the field row. You can change any other setting except the field name.

To delete a custom field, click on the trash can icon. Please note that removing a field will also remove all the information collected using that field.

Using custom fields

After you have defined some custom fields, you can start using them for example in honeypot forms.

Honeypot

The custom fields will appear in the honeypot editor. Just select which fields you wish to collect. You can toggle whether the field is required or optional by clicking on the field checkbox. Required fields are denoted with an asterisk on a red background, and optional fields with a check mark on a green background.

In the screenshot above, Company description field is required and Preferred language field is optional.

Contact

The defined custom fields are also visible when editing a contact. These fields can be found under the Custom fields tab, where you can view and edit them as necessary.

You can set up integration between Loyalistic and Pipedrive, so you can transfer contacts to/from Pipedrive CRM. For that you need a Pipedrive account (naturally), and you need to get a Pipedrive API token so Loyalistic can connect to your Pipedrive.