What is the Privacy Retention Policy within Chronicall/ACR?

What are the new Privacy Retention Policy and Privacy Tools that are now within Chronicall/ACR? Why are they there and what do they do?

Answer

Starting within version 4.2.8 of Chronicall/ACR, these policy and privacy tools were created to bring us into compliance with the GDPR (General Data Protection Regulation) of Europe.

The GDPR privacy tool is a feature that allows you to configure to keep personal data for the number of days you determine and have the personal data auto-purged when the number of days you’ve selected is completed. 

This feature turns the chosen phone number (e.g. 801-123-4567) into several Xs (XXXXXXXXXX) within the database. The GDPR privacy tool also gives you the option to delete all of the recordings related to these calls.

Please note that this feature does not change the internal agent parties. It only changes the external phone numbers.

NOTE: Once this policy is enforced, the changes to the database are non-reversible.

Steps for automatic enforcement

1. When you first configure Chronicall/ACR, or after an update, you may run into this "Privacy Retention Policy Configuration" screen
   
   
   
   
2. From here you can either select "Keep Personal Data Until Manually Deleted", or select the number of days you’d like to keep your personal data
   • That personal data will automatically be deleted once your selected time frame is up
   • NOTE: Selecting "Keep Personal Data Until Manually Deleted" was the default behavior of Chronicall/ACR up to this point in time
3. If you miss out on this screen or would like to change its configuration afterward, please follow these steps to re-access it

   1. Navigate to the Chronicall/ACR main page and go to Admin (System) > Privacy Tools

   2. From there, select "Edit Retention Policy"
      
      
      
      
   3. The "Personal Data Retention Policy" menu will appear after selecting OK
      
      
      
      
   4. Fill out the values to your liking
      • You can either choose to keep your personal data until it is manually deleted, or you can select the number of days you’d like to keep your personal data
      • That personal data will automatically be deleted once your selected time frame is up
        
      • NOTE: If you select the "Delete Recorded Call Audio", it will delete your recordings at that number of days regardless of what your current Recording Retention Policy says
        • If the Recording Retention Policy is shorter than the date selected here, it will be enacted first

Steps for manual enforcement

1. Navigate to the Chronicall/ACR main page and go to Admin (System) > Privacy Tools
2. Select either "Export Personal Data" or "Delete Personal Data"
   
   
   
   
3. Fill out the "External Number" and/or "Email Address" of the customer data you wish to export or delete
4. Click OK to complete