This article describes GDPR considerations in relation to Unity® Practice Management

Introduction

The General Data Protection Regulation (GDPR) came into force on the 25th May 2018 and brought in some important changes to data protection law. GDPR applies to the processing of personal data by both data controllers and data processors. 

E-Privacy Regulation

Prior consent is now required to send unsolicited marketing.

Interactive Cloud allows the user to record and monitor the methods of communication that the client has given prior consent to receive:

Review Date The date that the contact was last reviewed for GDPR purposes can be entered here.		Lawful Basis This field allows you to record the reason you are collecting the data, the database will automatically default to ‘None given’, if you would like the database to default to another option then please contact our support department.
GDPR Notes Notes can be recorded against the matter.		Consent to receive Marketing If you send marketing information to your clients and contacts it is possible to record the type of marking materials they have consented to receive.

Client Detail Report

The information which is recorded for GDPR purposes can be reviewed here:

• Go to ‘Reports’
• in the report search box type Client and this will show the reports with Client in the title.
• Select the Client Detail Report:

• Select options and customise columns from the dropdown list

• This will take you to the customise columns options, this screen is divided into two sections

• The items listed in the left-hand side of the screen will not appear on the report.
• The items listed in the right-hand side of the screen will appear on the report.
• Use the arrows in the arrows in the middle of the two panes to move items from the left to right and vice versa to customise your reports.
• Use the arrows on the right of the screen to change the position that data appears on the report.

The Right to Erasure

The rights within the regulations allow data subjects the ‘Right to be forgotten’ and to have their personal data erased in certain circumstances.

This is not an absolute right and if there is lawful reason to continue to hold the data then it can be held.

Access Rights

The Destroy Cases/Delete Documents feature is not available to all users, only the users that have permission from someone with sufficient seniority within the Practice.

To allow a user access to destroy cases and documents, please contact our Implementation team at licences@quill.co.uk

Document Deletion

A document can be permanently deleted, to do this:

•  Go to the documents and select the document to delete.
• The Document details box will then be shown on the right-hand side of the screen,
• Select to send the document to the Recycle bin
• Then go to the Recycle Bin, Select the document(s) to be permanently deleted and select ‘Delete' 

• The user will get a warning advising that they are about permanently delete the document(s) 
  A message will be shown in the bottom right-hand corner of the screen to confirm the documents have been successfully deleted.

Destroy Cases

Cases can only be destroyed by users that are authorised to do so.

To access the destroy case function:

• Click on your Profile in the bottom left of the screen
• Select "Settings"
• Click "Destroy Cases" which will expand a small menu
• Select "Ready to destroy"
• Select the cases you wish to destroy and then click "Destroy"

• A sidebar will to confirm all data aspects that need deletion, check the appropriate boxes
• Enter your name in the authorisation box as directed
• Click "Destroy" to delete

• A queuing screen will then be shown, followed by confirmation of how many cases have successfully been destroyed.

The Case will then be shown in the Progress/Audit so there is an audit trail of destroyed cases.



Once the case information is redacted a warning will appear on the case summary and the redacted information will no longer appear.