Smoothbook and the EUGDPR

The EUGDPR (European Union General Data Protection Regulation) comes into force on May 28th, 2018 and has big ramifications for online businesses large and small. By using Smoothbook you are subject to (and protected by) the EUGDPR – please read on to learn how Smoothbook is complying with the EUGDPR and how we are making it easy for you and your organisation to comply as well.

TLDR;

The EUGDPR is a set of laws with specific requirements regarding the collection and storage of personal information. Smoothbook will require explicit consent to store your information (as a user). Smoothbook will also need to obtain explicit consent to store information concerning your customers – the people who book appointments with you.

If you have not created any additional fields on your registration or booking forms, you need to do nothing. You will be prompted to allow us to store your name, email and organisation name. Your customers will be prompted once for their permission to store their first name, last name and email address – that is it.

If you collect information from your customers using customised registration and / or booking forms:

  • You will be prompted by the system to supply a reason for doing this which will be shown to your customers when they register or book.

Please read on for more information:

What is the EUGDPR?

The European Union General Data Protection Regulation (EUGDPR) is a set of laws designed to give European Union citizens more power and rights regarding the information / data that is held about them by online organisations large and small. The EUGDPR comes into force on May 25th, 2018 and legally only affects organisations who have EU customers. You can read more about the EUGDPR by clicking here.

We at Smoothbook are very supportive of the EUGDPR! Don’t be put off or intimidated! We have put a lot of effort into complying with the law and making it easy for you and your customers to comply too.

The principles of the EUGDPR

  • – You must explain to users what data you are collecting about them and why.
  • – You must obtain the users’ explicit consent to collect this data
  • – User’s can request that you send them, in an understandable format, all of the data that you have collected about them.
  • – You may not do other processing (e.g. user profiling, usage for marketing, etc.) on this data without the explicit consent of the user.
  • – You must delete all information you have concerning a user at their request.

The above applies to *all* users: existing and future. We will implement updates to Smoothbook in the coming weeks that will make it simple and easy for you to conform to the new regulations.

Smoothbook and the EUGDPR

There are several entities and relationships in Smoothbook relevant to the EUGDPR:

Yellow Melon Ltd. – owner of Smoothbook the product. In the language of the EUGDPR Yellow Melon is a ‘data processor’. We collect, process and store on behalf of our users; as such we have specific responsibilities under the EUGDPR.

Users – Direct customers of Yellow Melon Ltd. and users of the Smoothbook online appointments system. If you’re reading this, this is probably you! In the language of the EUGDPR, Smoothbook users are ‘data controllers’.

Customers – People who book appointments with Smoothbook users.

Smoothbook / Yellow Melon Ltd. and its users

Yellow Melon Ltd. has two sets of responsibilities with regards to the users of Smoothbook:

As a ‘data processor’ – a service managing data on behalf of other people –  there are strict requirements regarding data security, notifying the authorities in the event of a data breach and deleting old / redundant data. We will be in compliance with all of these requirements.

Smoothbook retains personal information (name, email, organisation name) regarding its users. This information is subject to the EUGDPR – we must obtain formal consent to retain this information.

If you are a user of Smoothbook then the data that we hold about you is subject to the EUGDPR. We will, when the time comes, explain the data that we hold and ask all users for their permission to retain it. This will take the form of:

  • – An email to all existing registrants of Smoothbook, explaining the data we keep and why. There will be options to opt in to using Smoothbook or destroy all of the information we have about them.
  • – Anyone who has not opted in but tries to log in will be presented with a screen to opt in to using Smoothbook or have all their data destroyed.

Smoothbook users and their customers

When customers book with users using Smoothbook the information required is not generally complex or extensive. If you, as a user, do not ask for extra information using customised registration or booking forms then customers will be shown a standard form explaining the information that Smoothbook requires for keeping appointments and asking their permission to keep it – that’s it. Smoothbook has done all the work for you!

If you have created customised registration or booking forms then you will need to supply a reason for collecting that data. This will be shown to the customer when they book / register – they will need to agree to having their data retained.

All customers, existing and future, must agree to have their data held. Obtaining this permission, much the same as above, will consist of:

  • – An email to all existing customers of Smoothbook, explaining the data that is kept and why. There will be options to opt in to using Smoothbook or destroy all of the information we have about them.
  • – Anyone who has not opted in but tries to log in will be presented with a screen to opt in to using Smoothbook or have all their data destroyed.

Conclusion

The EUGDPR is coming fast! It is big and will have widespread ramifications for everyone in Europe who uses the internet. We at Smoothbook support this regulation are determined to be ahead of the requirements and to make the EUGDPR as easy as possible for you and your customers.

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