Datacapt gives you configurable options for the compliance work that would otherwise be repetitive and manual: registration opt-ins, deletion requests from subjects, and automatic clean-up of accounts that go stale. Each section below matches one block on the compliance page.
🔑 Prerequisite: the Privacy permission on your platform role. Without it the compliance page is not available to you.
Set up the registration opt-ins
On your center's public registration page, subjects see a default opt-in that they must read and validate before they can create an account. You can rewrite that message, link out to a page of your own, or add further opt-ins.
🛠️ Step by step guide
Open Platform Settings, then the Compliance page.
Open the Data Privacy Settings section.
Select + Add Consent, or modify an existing consent using the edit icon shown below.
Enter your text, and configure a link to another page if you need one.
Select Submit.
Check the result on the public registration page, which you reach from the Subject Database Settings page.
Let subjects request account deletion
If you turn this on, subjects can ask for their personal information to be deleted from their own online account. The request does not delete anything by itself: somebody on your side has to check and act.
🛠️ Step by step guide
Turn the option on
Open Platform Settings, then the Compliance page.
Select Edit.
Activate Request Account Deletion.
Enter at least one email address to be notified. It can be external, for example dpo@mycompany.com.
Select Save.
What the subject does
Logs in to their personal online account.
Opens My Profile.
Under Request Account Deletion, selects Send Request.
Enters their account password and selects Initiate the Deletion Process.
What you do with the request
The addresses you configured receive an automatic notification, and the subject's status changes to Deletion Requested.
Open the Subject Database.
Search for the subject and display their details.
Check their information, including participation in any studies.
If deletion is possible, delete the subject's details. If it is not, contact the subject and update their status according to the reason.
Delete pending accounts automatically
When a subject creates an account online their status is set to Pending. If they never finish onboarding, the account sits there holding personal data. You can have those accounts deleted automatically after a period you choose.
🛠️ Step by step guide
Open Platform Settings, then the Compliance page.
Select Edit.
Activate Enable deleting pending subject.
In the row that appears, set the period in days after which an account still marked Pending is deleted.
Set subjects to inactive, then delete them
If a subject has been silent for a long time, you should stop processing their information. How long, and what happens next, depends on your local compliance requirements. These are two separate automations, and you can use either on its own.
🛠️ Step by step guide
Mark them inactive
Open Platform Settings, then the Compliance page.
Select Edit.
Activate Automatically set subject to inactive.
In the row titled Set subject to inactive period, set the period in months.
Then delete them
On the same page, select Edit.
Activate Automatically delete Inactive Subject.
In the row that appears, set the period in days.
⚠️ Warning: these automations delete personal data on a schedule, with nobody reviewing each case. Set the periods with whoever owns data protection at your organization, write the numbers down in your own procedures, and check them again whenever your retention policy changes. A period entered once and forgotten keeps running.
How inactivity is measured
A subject counts as active when they do any of the following:
Log in to their online account.
Provide ePRO responses.
Sign or answer through eConsent.
Any of these updates the Last Activity field in the subject's profile to the current date.
Every night at 2:30 AM GMT the automation reviews the rules and durations you configured against every subject in the database.