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Opt-In and GDPR Compliance

In this article we will review how the Consensus Opt-In feature works for Viewers along with the different available Opt-In settings.

The Consensus Opt-In feature allows you to ensure that your viewers understand that their view will be tracked to understand their unique interests. Because this feature is an important part to GDPR and other Compliance requirements within Europe, Consensus defaults to having the Opt-In turned on for IP Addresses within the EU. In this article, we will review the functionality and different options available within the Opt-In feature.

NOTE*: Because every company faces unique issues when it comes to the privacy of its customers, each company should seek its own legal counsel on how to achieve full compliance

 

How the Opt-In Works

Viewers will see the Opt-In within the ‘Who Are You’ page of unique DemoBoard links as well as within the Lead Collection form of Public links. The Opt-In is defaulted to On, and is required to be ON in order for the Viewer to submit their information and tie their view to them.

You can also add a Legal Statement and Links to this section to enable you to give the information you need to your Viewers so they understand all implications of engaging with your Demos.

DemoBoard Link (Organization Entry Page):

DemoBoard Link (Invite Others):

Public Link (Contact Me Page):

 

Viewers can hover over the Question Mark Bubble to get additional information about what Opting-In means:

TEXT: By clicking your name you are “opting in”. By opting in you agree to share your name and potentially your email address with {COMPANY NAME}. See our Privacy Policy for more details

 

Turning OFF the Opt-In will display a Warning to the Viewer:

TEXT: If you opt out, due to EU Data Protection Regulation, we cannot allow you to view the demo. In order to view the demo, you must opt-in to allow us to track your engagement analytics. Are you sure you want to opt out?

 

Selecting ‘No’ will keep the Opt-In ON and allow the Viewer to watch the demo. Selecting ‘Yes’ will set the Opt-In to OFF and will Disable the Viewer from selecting their Name or submitting their information within the Lead Collection Form

 

Adjusting Opt-In Settings

You can find the different Account Settings, including Opt-In, by selecting the Gear Icon () in the upper right-hand corner then selecting Global Demo Settings.

 

 

Opt-in Default

By default, the Opt-In setting is always set to be ON based on IP Address (On for IP addresses within the EU). The Default State is also set to On by default:

This means that only Viewers located within the EU will see the Opt-In feature either on the ‘Who Are You’ page for unique DemoBoard invites or within the Lead Collection Form for Public links.

Because each Organization’s needs are different, we give you several options in adjusting the Opt-In to meet your needs. Below we will review each of the options available to you.

Viewer Settings

This allows you to determine if you want the Opt-in to show for only EU Countries or for All Viewers regardless of location

If you are set to “By IP Address” and the Viewer is not located within the EU (based on IP address) we will still show any Global Demo Footer links that have been added to your Demos

Default State IP Address Exceptions

This feature allows you to set the default for the Opt-In to 'On' but add IP Address ranges for locations where you need to have the Opt-In set to 'Off' by default. This allows you to ensure that you can maintain your compliance within the areas with more strict privacy and security regulations  

Anonymize New Recipients

This option allows you to make sure that anyone added to a DemoBoard by another Viewer is anonymized and not captured within the Consensus Database until they add themselves and opt in to the DemoBoard experience.

 

These Viewers will receive an invite to the DemoBoard but none of their data will be kept within the database. Within the email they receive they will be able to ‘Join’ the DemBoard where they can then give their information and opt in. These Viewers Personal Information will show as Anonymous within the application until they Opt In to view the demo.

Once they opt-in, you will be able see the Viewers information along with their Demolytics.

 

When Viewers click to “Join” the DemoBoard they will be brought to the DemoBoard page where they can add themselves to the invite and then view the Demo.

Users will see a Demo Share email notification when the DemoBoard is originally shared. This won’t show any information about the New Recipient if they are anonymized since our system does not store their information.

 

Once the Viewer adds themselves to the DemoBoard via the “Join” functionality within their DemoBoard Invite email, the system will send out a Share Discovered email

 

This new Viewer will now show within your Track DemoBoards analytics as a known Recipient

 

Legal Statement

Along with the Opt-in text built into the Toggle, you can also add a Legal Statement that will show underneath the Opt-in. Simply add the statement within the Legal Statement box within the Opt-in settings.

Legitimate Interest Option

The Opt-In is built to ensure your Viewers know that their engagement within the Demo Experience will be tied to them (by name and potentially email or other fields used within the Lead Collection Form). GDPR also provides for ‘legitimate interest’ as a legal basis for using personal data without obtaining consent through opting in. If you believe your Organization can legally use the ‘legitimate interest’ approach, you can choose this option within the Opt-In drop-down.

 

 

Once selected, this will hide the Opt-in Toggle options and use the Legal Statement for you to include a statement about the legitimate interest of the Viewer.

 

DemoBoard Link:

 

Public Link:

 

 

HELPFUL HINT:

Need to add some links next to the Opt-In or Legitimate Interest Statement? Check out the Global Demo Footer settings under Global Demo Settings to add any link to the Who Are You and Lead Collection Form pages.

 

Global Demo Footer Settings Page:

DemoBoard Link:

Public Link: