Technical documentation - Storage of Personal Data

Signifikant platform may be configured to store selected personal data on users. This article describes what information is stored and how this information may be retrieved, eg for usage in GDPR compliance.

The Signifikant platform may handle users and customers and may be configured according to:

User database turned off - no personal data is stored.
User database turned on, organisations function turned off - user data is stored according to below.
User database turned on, organisations function turned on - customers are stored and the users belonging to those customer are stored.

On top of the above basic configuration it is possible to decide to not use selected fields.

Legal notice

It is the sole responsibility of the company using the Signifikant platform to ensure stored data complies with national and international laws and regulations related to Data Protection of Personal Data. This article describes what may be stored in the Signifikant platform and shall be used as a base to ensure company complies with regulations and laws.

Data stored

User data

Personal data is only stored if user database functionality is turned on. If user user database functionality is turned off, no personal data is stored. The below table describes what may be stored if database functionality is turned on.

Field	Comment
User name
User's first and last name	Two text fields
User's title	Configurable field
Email address
Phone number
Delivery address(es)	Address may be stored on user. If organisations function turned on, addresses of customer will replace addresses of user.
Billing address(es)	Address may be stored on user. If organisations function turned on, addresses of customer will replace addresses of user.
Customer organisation	If organisations function turned on, may point to a customer.
Reseller	May point to a reseller for the user. If organisations function turned on, customer's reseller will replace reseller of user.
Last login	Date time.
User disabled	Not allowed to sign in.
Last password change	Date time.
First login	Date time.
Terms and conditions	User has accepted terms and conditions.

Customer data

If organisations function is turned on, the below information may be stored on organisations.

Field	Comment
Customer name	Name of a company
Organisation number	Company's registered number, e.g. organisation number or tax number.
Customer number	Clients customer number.
Country
Delivery address(es)
Billing address(es)
Phone number
Email
Fax
Web address

Order history

If Signifikant platform is configured to save orders and order history, placed orders and saved orders are stored. Each order will have a reference to the user placing or saving the order.

Functions

The following functions exist to support managing personal data.

Function	Description
Admin/Deactivate user	Administrator of Signifikant platform may deactivate users. A deactivated user will remain in the database and no information is deleted.
Admin/Delete user	Administrator of Signifikant platform may delete users. A selection of data may still remain, see below.
MyProfile/Delete	User may delete himself. A selection of data may still remain, see below.
MyProfile	User may see all data stored under MyProfile, except order history which is shown in a separate function.
MyOrders	User may see all orders stored under MyProfile, both placed orders and saved orders.

Deleting user

If user or admin deletes user the following will happen:

Option 1: If user has accepted terms and conditions

User will be deactivated.
The following user data will be deleted: user's title, email address, phone number, delivery and billing addresses, last login, password, last password change.
User's saved orders will be deleted if organisations function is turned off.
User's placed orders will not be deleted.
User's user name, name, company and reseller will not be deleted.

Option 2: If user has not accepted terms and conditions

User will be deleted.
User's saved orders will be deleted.
User's placed orders will not be deleted.

Version 4.3

This function is available in version 4.3 and later.

Analytics tools

Signifikant platform may provide tags which may be used by analytics tools as Google Analytics to generate tracking information. Signifikant Platform does not store any such information.