To streamline repetitive tasks and ensure regulatory compliance, Datacapt offers configurable options tailored to various compliance aspects. This article provides a detailed guide to each option.
Each section corresponds to a configurable block on the compliance page. The compliance page is accessible to users with the Global Settings > Privacy permission enabled in their platform role.
1. Data Privacy Settings
When accessing the center's public registration page, subjects see a default opt-in that must be read and validated before proceeding with account creation. Centers can customize this message, add links to external pages, or configure additional opt-ins.
Steps to Configure Online Account Creation Opt-Ins:
Navigate to Platform Settings and open the Compliance page.
Open the section “Data Privacy Settings”.
Select “+ Add Consent” or modify an existing consent using the icon
Enter your text. If applicable, configure a link to another page.
Select “Submit”.
Review the changes by accessing the public registration page, available under the Subject Database Settings page.
2. Data Retention Rules
2.1 Request Account Deletion
Subjects can request the deletion of their personal information if the center activates this option.
Steps to Configure “Request Account Deletion”:
Navigate to Platform Settings and open the Compliance page.
Select “Edit”.
Activate the option “Request Account Deletion”.
Enter at least one email address to receive notifications (this can include external emails, such as dpo@mycompany.com).
Select “Save”.
How to “Request Account Deletion” as a Subject:
Log in to the personal online account.
Navigate to “My Profile”.
Under the section “Request Account Deletion”, select “Send Request”.
Enter the account password and select “Initiate the Deletion Process”.
How to Manage the Deletion Request:
When a subject requests account deletion online:
The configured email(s) will receive an automatic notification.
The subject’s profile status will change to “Deletion Requested”.
Navigate to the Subject Database.
Search for and display the subject’s details.
Verify the subject’s information, including participation in studies or other relevant details.
If deletion is possible: Proceed to
If deletion is not possible: Contact the subject. Depending on the issue,
3. Data Retention Automation
Simplify your database cleaning process using automated options provided by Datacapt.
3.1 Enable Deleting Pending Subject
When a subject creates an account online, their status in the subject database is automatically set to “Pending” (see more details). . If the onboarding process is not completed, you can configure an automated deletion of such accounts after a specified period.
How to Configure Automated Deletion of "Pending" Subjects:
Navigate to Platform Settings and open the Compliance page.
Select “Edit”.
Activate the option “Enable Deleting Pending Subject”.
Under the new row, configure a period (in days) after which the account will be automatically deleted if the status remains “Pending”.
3.2 Automatically set subjects to inactive
If a subject has no activity for an extended period, the center should stop processing their information. Depending on local compliance requirements, the duration and outcome may vary.
How to Configure Automated Status Change to “Inactive”:
Navigate to Platform Settings and open the Compliance page.
Select “Edit”.
Activate the option “Automatically Set Subjects to Inactive”.
Under the new row titled “Set Subject to Inactive Period”, configure a period (in months) after which the subject’s status will automatically change to “Inactive”.
To further streamline database management, you can automate the deletion of subjects marked as “Inactive” after a specified time.
How to Configure Automated Deletion of “Inactive” Subjects:
Navigate to Platform Settings and open the Compliance page.
Select “Edit”.
Activate the option “Automatically Delete Inactive Subjects”.
Under the new row titled “Automatically Delete Inactive Subject”, configure a period (in days) after which the subject's status will be automatically deleted.
Notes:
Inactivity is determined based on the subject’s activity, such as:
Logging into the online account.
Providing ePRO responses.
Signing or answering via eCONSENT.
When any of these activities occur, the Last Activity field in the subject’s profile is updated with the current date.
Every evening at 2:30 AM GMT, the automation system reviews the configured rules and durations for each subject in the database.