This guide describes the new GDPR Compliance functionality included in Kimble Release Summer 18. We have also attached a .pdf version for your convenience.

Introduction

In Kimble’s Summer 18 Release, Kimble has introduced three enhancements to support compliance with GDPR.

Resource Mentions
- Under GDPR, individuals have the right to access their personal data and supplementary information. The right of access allows individuals to be aware of and verify the lawfulness of the processing. In practice, a likely use case will be an ex-employee asking for a copy of all their personal data. To comply with the Right of Access and support Subject Access Requests, Kimble has introduced the ability to export a list of all Resource Mentions for a Resource whose tenure has ended.
Redact Resource
- The GDPR introduces a right for individuals to have personal data erased. The right to erasure is also known as ‘the right to be forgotten’. To comply with the Right to be Forgotten, Kimble has introduced the ability to redact all mentions of a Resource whose tenure has ended, redacting their name and email address in all Kimble fields.
Opted Out Billing Field
- Consent is one lawful basis for processing data under the GDPR. The GDPR sets a high standard for consent, the biggest change from earlier Data Protection regimes is what this means in practice. The GDPR is clear that an indication of consent must be unambiguous and involve a clear affirmative action (an opt-in). To comply with the Consent lawful basis for processing, Kimble has introduced the ability to exclude Contacts who do not consent when dispatching Invoices, Supplier Invoices and Credit Notes.

Essential Concepts

The General Data Protection Regulation (GDPR) is the new data privacy regulation aiming to strengthen and unify data protection laws for individuals within the European Union. Any company failing to comply with GDPR’s rules may face fines up to €20m or 4% of revenue whichever is the larger.

Who does it apply to?
- GDPR applies to any company whose data processing concerns the personal data of European Union data subjects, irrespective of the company’s location. It also impacts any other companies involved with the downstream processing of personal data.
Where can I find more information on GDPR?
- See the GDPR page on the Kimble Website for further information on Kimble’s compliance with GDPR and links to further useful content.

Kimble’s GDPR Compliance functionality is not enabled by default. It is enabled from the Config Catalog. For more on the Config Catalog please see the Configuration and Administration Management Feature Guide.

Once GDPR Compliance is enabled in Kimble, the Opted Out Billing field will be available on all Salesforce Contacts. The options to view all Resource Mentions and to Redact Resource will only be available on the Resource record of a Resource whose Tenure has ended.

To learn more about ending the tenure of a Resource, please refer to the Managing Leavers and Returners Feature Guide.

Resource Mentions

Where a Resource whose tenure has ended submits a Subject Access Request, Kimble allows you to view and/or export a spreadsheet detailing mentions of the Resource in Kimble data (not including Custom Fields, Chatter Posts, or any mentions in Notes).

To access Resource Mentions:

Navigate to Resources.
Click the name of the relevant Resource.
Click Resource Mentions.

Click next to each Type to expand the list of Resource Mentions.

Resource Mentions Types are:

Activity Assignments
Forecast Timesheets
Timesheets
Expense Claims
Travel Requisitions
Invoices
Credit Notes
Supplier Invoices

Click to download a .csv file.

Redact Resource

Kimble, complying with Right to be Forgotten regulations, allows you to redact first name, last name and email address details in Kimble for a Resource whose tenure has ended.

The scope of Redact Resource is limited to Kimble data. If you have added custom fields or notes that identify the Resource, or if you hold any data on the Resource in Salesforce Sales Cloud, this will need to be amended manually.

Resources are redacted from:

Activity Assignments
Forecast Timesheets
Timesheets
Expense Claims
Travel Requisitions
Invoices*
Credit Notes*
Supplier Invoices*

*PDF documents are not redacted, for Invoices, Credit Notes or Supplier Invoices.

To redact Resource details:

Navigate to Resources.
Click the name of the relevant Resource.

Click Redact Resource.
Enter revised information for:
- First Name
- Last Name
- Email (optional)

Kimble will replace all instances of the Resource’s First Name, Last Name, and Email with the revised information entered here.

Click Redact.

The Resource’s details are redacted on the Resource page and anywhere else they appear in Kimble. The link to the Resource’s Salesforce Contact is removed from the menu on the Resource page, and the First Name, Last Name and Email on the Contact are redacted too.

Opted Out Billing? Field

Consent for Contact impacts on Kimble functionality only when dispatching Invoices, Credit Notes or Supplier Invoices.

A new field on Salesforce Contacts – Opted Out Billing? – supports compliance with Consent for Contact regulations. If the Opted Out Billing? checkbox is checked, this Contact will not be available in the list of Contacts when dispatching Invoices, Credit Notes, or Supplier Invoices.

This new field only controls communications from Kimble. You may need to take other actions for non-Kimble communications, including those managed from Sales Cloud. If the Opted Out Billing? field is not visible, please have your Kimble System Administrator add it onto the Page Layout, or contact Kimble for further assistance.

To indicate that a Contact has not opted-in to receive dispatched Invoices, Credit Notes or Supplier Invoices: