GDPR Website Updates (A step by step guide)

A quick guide to getting your website ready for GDPR
 

To implement the requirement for GDPR into your eOS website you will need to do a number of changes to forms on your website, registration areas, terms and conditions and user account areas. Whilst we offer the service to do this for you - (please equire here) - we have detailed a guide for those of you that would like to implement the changes yourself.

If you have not yet read our GDPR Requirements article we suggest you first read that here


These changes are sectioned below into the key tasks that will need to be completed.


Let's start with the quick and easy stuff :)


Privacy Policy

You will first need to update the Privacy Policy on your website with new literature. This will need to include;

     a) Explicitly say what you use any stored user information for.

     b) Explain the process by which a user can request all information that you hold on them

     c) Explain the process by which a user can request that their details be deleted in full from your website / mailing lists etc


To view our Privacy Policy for an example, please click here


Editing your Privacy Policy

1) To edit your Terms and Conditions page, log in to your website.

2) On your main menu go to the "Content" tab

3) Select "Custom Pages" (For older systems "Browse and Edit Pages" or direct under "Fixed Pages" in the "Content" tab)

4) Use the pages search in your custom pages to find your "Privacy" or "Privacy Policy" page (this may be titled differently depending on your site)

5) Click "Edit" on your Privacy Policy page to view the content. You will then be able to edit the content of your terms and conditions as required to include your new literature. Be sure to lay this out clearly and effectively.

6) Once you have completed your content changes, simply click the green "Update" button to commit your updates. You can then click to view your page on your website to review your changes.


Edit Terms and Conditions


Website Forms

Every form on your website, including contact and registration forms, that collect user data will need to be updated with the GDPR acceptance component. Any forms that invite users to subscribe to newsletters, submit personal/contact details or indicate contact preferences must default to “no/unchecked” or be blank. You will need to check your forms to ensure this is the case.


Editing your website forms

Editing forms on your website is a little more involved, but you do have the power ;)

To edit the forms you will use the eOS layout manager to add a new component. This is the GDPR Acceptance component. This will add in a checkbox that allows the user to agree and accept to the terms and conditions of how their data will be used and stored.


1) First log in to your website admin

2) On your main menu, go to "Tools" and select "Forms"


Edit Website Forms


3) This will give you a list of all of the data collection forms on your website. You will have some layout based forms in here also. If these do not collect data they will not need updating. If you are unsure as to which of your forms collect data, please drop us a message we can advise.

4) Once you have selected to edit the form you would like to update, you will be taken for the layout blueprint for that form. You will see the layout of the form, broken down into rows and cells, containing individual components such as textfields, select menus, checkboxes, a submit button and so on. These are the fields and elements within the form that are used to collect data.


Form-Example.jpg


4 a) You can click the green "Config" button on any of the components to edit the setting for that field/action.

4 b) First, we need to choose where our new GDPR component will go. Ideally this will be towards the bottom of the form, but above the "Submit" button.

4 c) Once you have decided where you will need to click the red "Unlock" layout button clipped to the right hand side of the screen. Once you have done this you can click on the orange "Edit Cell" button in the location you would like to add the new component.

4 d) When you click "Edit Cell" you should see a series of buttons and options. Click "Add Component"


Edit-Cell.jpg


4 e) When you click "Add Component" you will get a pop up box with a list of options for you to choose from. Select the "Checkbox" from the list. This will be found towards the bottom of the list in the form components. Name the block GDPR Consent or something recognisable and click "Select" to add to the layout.

4 f) Once you have done this, be sure to click the green "Save" button clipped to the right of the screen. Then refresh your page. (CTRL + F5 on Windows computers, COMMAND, SHIFT & R on Mac Devices)

4 g) When this is done, scroll to the new component that you added and click the green "Config" button to edit the settings. We now need to create the settings for your checkbox.


GDPR-CHECKBOX.PNG


5) Tick the box to "Make this field required". The rest of the settings can remain the same. You will see a button at the bottom that reads "Add a new value".

5 a) Click "Add a new value" and in the text entry field type the text that you would like to be visible next to the tickbox to inform users of it's purpose, for example;

"By ticking this box you confirm that you have read and agreed to our Terms and Conditions and Privacy Policy"

5 b) Leave the box as unchecked so that users have to opt in to the agreement. No other settings are required. Click save in the pop up, then click to save in the top right hand side and refresh your page.

6) Next we will need to create some links to our Terms and Conditions and our Privacy Policy so that users have clear easy access to the content.

7) We will repeat the steps from point 4 b) onwards, unlocking the layout, clicking to edit the cell and adding a new component. This time however, we are going to add a "Text block". When selecting from the list of components you will NOT select "text block" from the form list of items but from just above there in the snippets list. Label the text block something along the lines of Accept Terms Text

7 a) Once you click to add this component, save and reload your page again. Then go to your text block and click to "config"


Accept-Terms.PNG


7 b) You should then be met with a pop up where you can enter the text and create a link to each of your terms and conditions and privacy policy page using the content editor. Simply type in the text such as "Please click to read our terms and conditions and privacy policy and then create a hyperlink to each.

7 c) To create a link simply highlight the text that you would like to make clickable. Once selected, click the "Insert Link" button on the editor. You will then get a pop up where you can enter the details of where you would like the link to go to when clicked.


Insert-Link.PNG


7 d) In the URL box you will add the path for the page you would like the link to go to. So for example, your Terms and Conditions page may be "/terms" as with the example above. If you are unsure what the link to your page is, simply go to the front of your website, find and click on your Terms and Conditions page (this is generally in the footer or at the bottom of your website) and copy the extension from the URL in the address bar.

So for example, on our website the URL we need is /terms which is the extension after www.watmanworth.co.uk - so everything after your domain name is what you will need. Remember to repeat the same process for your privacy policy.

7 e) Once you have done this, click submit to save your changes. Then be sure to save your layout (in the top right) and you should be able to view this on the front of your website complete with the tickbox. Simply go to the page on which the form is located (for example your Contact Us page) and double check by sending a test message through.


Registration Forms

The process for updating your Registration form is very similar with one extra setting that you will need to complete. This is an important step for any site that has the ability to register because each new user account will need to have confirmed and read your Privacy Policy. This extra setting will allow the user to be automatically added to your CRM list.

1) Log in to your admin area, go to the Developer tab.

2) Select "User Pages Layout" from the "Layout & Setup" Column on the slide out menu (the order of your tabs may differ depending on your admin area but it will be found in this area)

3) In here you will find all of the customer/account based pages including a link to the Registration layout.


Core-Pages.PNG


4) Click on the registration link and you will be taken to the layout. This is the same structure as a form layout that you would have completed for your contact forms. So now you can repeat the steps you did for adding a checkbox and a textblock (see above).

5) The only difference here is when you create your checkbox and go to Config the settings, you will need to select from the dropdown that says "Data Link". The option you will need to select from the options in this dropdown is "PPA"

6) Once you have done this, save the settings, save your layout and you are all set.

Please note: The majority of websites will have a single registration form. Some more complex sites will have multiple registration layouts if you have multiple user types. As you scroll down this page you will see sets of pages for different user types, each with their own registration link. If the registration link has a delete button next to it, you will see that this is in use and will need to complete steps for this also. In this instance, complete the main registration page and then contact us if you are unsure on the subsequent pages.


CRM - Contacting your customers

As part of the global updates that we have implemented into every website, we have created a mini CRM that will collect data for all of your users that create accounts on your website. All accounts that hold customer data will need to be contacted in order to gain consent.

We have created a guide to using your new CRM so that you can contact all existing account holders with ease in order to confirm their consent preferences.

Once you have completed the form updates to your website and are happy that they are compliant, you should use your CRM to gather the data you need to contact your clients. Click the link below to learn how to use your CRM.


Learn how to use your CRM




 

Need some extra help?

Request Support
 

Request updates for your website for GDPR Compliance

Get in Touch

Related Guides & Resources

Training Department

Here you will find a selection of guides and resources to help you manage and update your website. 

Using your website CRM

A guide to using your CRM to manage GDPR and customer data settings
14/05/2018