GDPR Management User Manual

Welcome to the GDPR App — a specialized application built to help you manage and track GDPR (General Data Protection Regulation) agreements across your organization. Whether you're overseeing compliance for candidates, employees, or other data subjects, this app simplifies the process of issuing, recording, and maintaining GDPR consents and documentation.

This guide will walk you through the key features, interface components, and best practices for using the app effectively.

1. Introduction

The GDPR Agreements App is a secure, compliance-focused tool designed to help organizations efficiently manage, record, and monitor GDPR consent agreements. Whether you're processing personal data from employees or candidates, this application provides a centralized solution for tracking approvals, expirations, and renewals in accordance with data protection regulations.

Built with transparency and accountability in mind, the app simplifies GDPR-related workflows by allowing users to easily add, edit, issue, and monitor agreements with full audit trails and status tracking.

🔑 Key Features

Centralized Agreement Management
Store and organize all GDPR consents in one secure location, linked directly to employee or candidate profiles.
Flexible Agreement Entry
Add agreements manually or send requests via email for digital approval.
Real-Time Status Tracking
Visual indicators show whether agreements are active, expired, rejected, or awaiting approval.
Filtering and Search Tools
Quickly find agreements using filters by status, profile type, date range, or data subject.
Audit-Ready History Logs
Every action (approval, rejection, deletion) is logged for compliance and review purposes.
Role-Based Permissions
Ensure that only authorized users can view, modify, or delete GDPR records.

✅ Benefits

Improves Compliance
Helps meet GDPR documentation and accountability requirements with ease.
Saves Time
Streamlines the process of collecting and tracking consent across your organization.
Enhances Transparency
Provides clear visibility into who gave consent, when it was approved, and when it needs renewal.
Supports Data Subject Rights
Ensures that organizations can demonstrate consent for data usage at any time.

The GDPR Agreements App is ideal for HR teams, compliance officers, legal departments, and data protection administrators who need a reliable, secure, and audit-ready system for managing personal data agreements across their organization.

2. Getting Started

🔐 Accessing the App

Login
Use your organization-provided credentials to log into the app.

💡 If you don’t have an account, please contact your administrator.
Main Dashboard
After logging in, you’ll be taken to the Dashboard, which acts as your home screen.
Use the navigation menu to access the GDPR Agreements section.

📘 Overview

The GDPR Agreements section allows you to: - View all existing agreements - Add new agreements (manual or email-based) - Filter and manage agreement statuses

👁 Viewing Agreements

List View
Agreements are displayed in a clean, sortable table with columns including:
Data Subject (Person)
GDPR Type
Approval Date
Validity Period
Status (Active, Awaiting Approval, Expired, etc.)
Filters
Use the filter bar at the top of the list to refine your view:
By Status (e.g., Active, Expired)
By Profile Type (e.g., Candidate, Employee)
By Date Range (Approval or Expiry Date)

➕ Adding a New Agreement

Click the "Add GDPR Agreement" button.
Complete the Agreement Form:
Select the Profile (linked to a candidate or employee)
Choose the GDPR Type (e.g., data storage, consent to processing)
Enter the Approval Date
Choose whether to:
- Send an Email Request
- Or Add Manually (in case of paper-based consent)
Click "Confirm" to save and record the agreement.

🔒 Note: Only users with appropriate permissions can add or modify agreements.

🛠 Managing Agreements

Edit Agreement
Click on any agreement in the list to open and edit its details.
Delete Agreement
Select the agreement and click the "Delete" icon. You will be prompted to confirm before the record is permanently removed.

⚠️ Deleted agreements cannot be recovered. Make sure you have proper authorization before performing this action.

4. User Interface Components

Icons and Status Indicators

Action Icons
Used for editing, deleting, and sending emails. Hover over each icon to see its function.
Status Indicators
Visual tags used to display the current state of an agreement:
✅ Active
⏳ Awaiting Approval
❌ Rejected
🕒 Expired
🔄 Awaiting Renewal

5. Permissions and Access Control

The GDPR App uses role-based permissions to control access to sensitive actions:

Role	View Agreements	Add/Edit Agreements	Delete Agreements
Viewer	✅	❌	❌
Editor	✅	✅	❌
Administrator	✅	✅	✅

🛡️ Contact your admin if you believe you need additional access rights.

9. Support and Resources

If you encounter issues or have questions:

Contact your HR Administration for guidance.
Online Resources: Check the Pulsawork Help Center for tutorials and FAQs.
Pulsawork Support: Reach out via the support portal.

This detailed manual helps you use Pulsawork’s GDPR Agreements App efficiently, from simple searches to bulk actions and AI-powered data extraction. Happy controlling! 🚀

10. FAQ

How do I filter agreements by status?

Use the status filter at the top of the list to select a specific agreement status.

Can I edit an agreement after it’s been added?

Yes. Click on the agreement in the list and make necessary changes in the edit view.

What happens if I delete an agreement?

It will be permanently removed from the system. Deletion is restricted to users with administrative permissions.

How do I add a new GDPR type?

Only system administrators can create new GDPR types via the backend.

Who should I contact for support?

Reach out to your system administrator or internal support team for technical help.