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# of SourcesSOURCELOCATION (ONLINE)TYPE OF DATA COLLECTEDFORMATCONTAINS PII? PURPOSE PROCESS (IF APPLICABLE)VOLUME OF DATAWHERE DATA STOREDBACKUPS ?RETENTION PERIOD / WHEN EXPUNGED?SECURITYWHO CAN ACCESS? INFORMATION OWNEROBSERVATIONSACTIONS (ANYTHING REQUIRED TO CLEAN THIS UP?) COMPLETED (DATE)
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1Website Contact Form[Insert web link]Collects first & last name and email address & any information submitted by contactDigitalWe need this data because this is one way we receive and follow up on new business inquiriesNew client inquiries; assigned as task for follow up email or phone call~ 5 entries per monthInfusionsoft; U.S. Handled by Infusionsoft; no backups stored on local harddrivesExpunged once they unsbuscribe from mailing list; removed from database if they fail to open emails for 3 months or become unmarketable; if they become a client, records are kept consistent with any tax & legal requirementsSSL; Infusionsoft uses incryption, minimum AES-256; Information owner; virtual assistant; plus tech team as needed[INSERT BUSINESS ENTITY NAME unless specific Operations Director or other Information Owner designated]Need to research Infusionsoft security measures
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2Opt-in Form[Insert web link]Collects first & last name and email addressDigitalList building; providing access to free reportAutomatic email auto-responder, follows up with requested information and places contact on our marketing list~ 150 entries / sign-ups per monthInfusionsoft; U.S. Expunged once they unsbuscribe from mailing list; removed from database if they fail to open emails for 3 months or become unmarketable; if they become a client, records are kept consistent with any tax & legal requirementssee above
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3Client Satisfaction Questionnaire[Insert web link]Confidential feedback form - not linked to client informationDigitalTo improve services and follow up with clients regarding their experience with our company~ 3 entries per monthGoogle FormsFiles expunged annually (for previous two years); client information is retained consistent with tax & legal requirementsEnd to end encyprtion with Google Formssee above
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4Employee File[Insert web link]Name, W-2, SSN, Birthdate, Mailing Address, copy of driver licenseDigital and Hard CopyLegally required to process new employee paperwork and set up payrollPayroll; tax reporting5 employees paid via payroll each monthPayroll Processor (Gusto); employee info stored in filing system (digital), Google DriveFiles are retained indefinitely for legal reasonsEnd to end encryption using Google Drive; locked filing system for physical filessee above
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5Order Form 1 [INSERT OFFER][Insert web link]DigitalTo transact sale & deliver [service]InfusionsoftFor all orders / sales, records are kept consistent with tax and legal requirements (at least 7 years); expunged as necessary following that time periodsee above
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6Order Form 2 [INSERT OFFER][Insert web link]DigitalTo transact sale & deliver [service]InfusionsoftFor all orders / sales, records are kept consistent with tax and legal requirements (at least 7 years); expunged as necessary following that time periodsee above
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7Order Form 3 [INSERT OFFER][Insert web link]DigitalTo transact sale & deliver [service]InfusionsoftFor all orders / sales, records are kept consistent with tax and legal requirements (at least 7 years); expunged as necessary following that time periodsee above
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8Contractors[Insert web link]Name, W-9, SSN or EIN, Mailing Address, etc. Digital & Hard CopyTo hire contractor in compliance with law; legally requiredFiles kept indefinitely for legal reasonsEnd to end encryption using Google Drive; locked filing system for physical files
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9Google Analytics on websiteCheck with webmaster: DigitalTo assess website performance, underperforming website pages, lead sources, website exits, and where visitors are visiting from (geographically)Password protection (Lastpass) for all PW management
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10Speaking from Stage - Text to Opt-inFirst name, plus phone numberDigitalList building; providing access to free reportInfusionsoft + Text App
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11Selling from Stage - [INSERT OFFER]Full name, mailing address, payment information (credit card number, etc)Hard Copy; then processed digitallyTo transact sale & deliver [service]Hard copies are destroyed, once digitally processed, and scanned to PDFPhysical copies are shredded once digitally processed (digital copies of order forms are kept in Google Drive, end to end encryption, plus password protected)
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