TOPIC:

Hi
Can someone confirm (or not) my understanding of the Prospects List as follows:

1. A person who completes the Contact Form and indicates that they wish to be contacted in future is automatically added to the prospects list
2. If the "Save "Contact Us" Form Information by Default" checkbox is ticked, any person who completes the Contact Form is automatically added to the prospects list
3. A person who completes the Contact Form and indicates that they DO NOT wish to be contacted in future is not saved anywhere

Question: Is the date of completion of the Contact Form stored anywhere other than the email?

Thanks

Well, like a lot of things in FreeToastHost, it depends on how you set it up.

You can configure the Contact Us form to be opt-in or opt-out, you can select the list to save the contact info to (or not to save it), and you can optionally specify a custom group name to tag the person with.

Please refer to our docs for more details.
support.toastmastersclubs.org/doc/item/email-and-contact-forms

Thanks Steve

I understand that it can vary.

I am trying to see if I understand the documentation correctly and clarifying the parts that arent in there.

So, if I understand it correctly, the opt-in checkbox controls if the data is saved or not, is that correct?
If the user chooses not to opt-in their data is not saved anywhere, unless I override with the "Default" checkbox in the settings, is that right?

Crispy wrote:

So, if I understand it correctly, the opt-in checkbox controls if the data is saved or not, is that correct?
If the user chooses not to opt-in their data is not saved anywhere, unless I override with the "Default" checkbox in the settings, is that right?

That is correct. The setting just controls whether the box is set or not when the Contact Us form is loaded.

My suggestion is just to vary the settings and load the Contact Us form to see for yourself. You can also temporarily set the club contacts to just yourself if need be so you can play with the list saving also.

Thanks Steve
The problem with testing like that is that you are never sure if the results are by design or not.
I work in tech, so I like to understand what I should expect and then test to see if thats what I get.

But going back to the original query, is the date of the submission stored anywhere except in the original email?
I would like to purge old records, but can't see how old each record is.
With the advent of GDPR in Europe, this is something that is key for us.
We must not keep records longer than we say in our privacy policy, and in discussions, we feel that 2-3 years is probably a reasonable time. I was hoping that maybe the date/timestamp is stored in the database somewhere and just isn't currently in the user interface.

I have date/timestamps in the db... However, there has not been any need to expose those.

Ah, that IS interesting.

Can you understand my use-case?

Would it be possible to either
1) Expose the date somewhere in the UI?, or
2) Include that field in all csv exports? or
3) Get a one-off data dump of our contacts including that field

Or may be there is another alternative?
The main difference between the members tab and the prospects tab is that the members tab has an edit button for editing individual records. If that functionality could be enabled on the Prospects tab too AND the date/timestamp field added to the record edit form, that might be a solution.

Even being able to sort in "Order Received" order would allow us to find a record that was close to the date boundary and delete all records received BEFORE that record.

Sorry... I am not making any changes to this at this time--I do not do "one-offs" for single clubs.

If you feel that a change should be made, please post an improvement suggestion so that others may comment in support of it. If it looks like enough other clubs would also benefit, I will look into making a change that would benefit *all* clubs using the system.

OK, thanks.

I think it unlikely that 'all' clubs will benefit from the change. But certainly all clubs in the EU or with members who are EU nationals would benefit.

I'll make a proposal over there in due course, but the priority now is to try to get a handle on the age of the data nd to delete old data.

Does FreeToastHost have any plans to issue a a GDPR compliance statement?

Crispy wrote:

Does FreeToastHost have any plans to issue a a GDPR compliance statement?

As we are basically a bunch of volunteers and Toastmasters members, it is really a challenge to keep up with all of these regional data compliance requirements.

Our only recourse is to rely on our users to keep us informed.

It would be really helpful if you could point us to a synopsis somewhere of the relevant requirements.

Steve
I understand completely about your volunteer status and I hope that I havent come over as too demanding.
I'm not and I don't have huge expectations on this either, so don't worry if you are behind the curve.

I can point you towards some of the TMI 'work-in-progress' statements
www.district59.org/gdpr/
d91toastmasters.org.uk/gdpr/

But nothing from D71 yet.

At present HQ are working on something and there was an email (which I cant seem to find just now) from HQ but I cant remember who it was addressed to (District Exec and then forwarded? Or all D91 members? Not sure). But it was very much much a holding email - 'we know about this and are in the process of producing an appropriate response'

I have been working on it at work and it is quite intricate. I'd happily write a short synopsis and share with you, but I would hate my interpretation to be off-piste compared to what HQ decide to say finally.

Ok, thanks for the info. I was not aware of this (1st time hearing of it) and I would be the one making any changes.

I looked at the following: ico.org.uk/media/1624219/preparing-for-the-gdpr-12-steps.pdf

I am not entirely clear what changes we would make to make FTH better aligned with this. We would need some sort of impact statement.

Keep in mind, though, while we do hold some contact information in membership management, we do not hold any emails... they are directly sent. (no email accounts)