Information management consent compliance reporting overview

<This topic is in draft form only - it has been constructed solely from the corresponding requirements documentation and supporting use cases>

A tenant, contact or other associate may submit a Subject Access Request for personal information that the housing organisation holds about them. Under the General Data Protection Regulation (GDPR), where an individual wishes to exercise their subject access right, such requests must be submitted in writing, from which point the data controller has a period of one calendar month in which to respond. In the case of multiple requests, or where the request is particularly complex, this deadline can be extended by a further two months but contact must be made with the individual within the first month of receipt, explaining the grounds for the extension. The purpose of a Subject Access Request is for individuals to be fully informed as to the data that has been recorded or collected via a third party and to support their verification of the lawfulness of this data processing. A comprehensive communication submitted in response to a Subject Access Request must comprise the following information:

• The specific and legitimate reasons as to why the data is being processed.
• A clear and definitive description of all the personal data that is included within the processing activity.
• The name of the contractor, partner agency or government body in receipt of any shared personal data.
• Details as to the origin of the data in circumstances where it was not collected directly from the data subject (tenant, contact or other contact).

To support end users in generating the required response, a prescribed SSRS report can be embedded within a communication definition template. By way of background, SQL Server Reporting Services (SSRS) is a server-based report generating software system, enabling end users to quickly and easily generate powerful reports using source data available from within any Microsoft SQL Server database. SSRS is increasingly the tool of choice for those housing organisations seeking to make informed decisions through the use of business intelligence dashboards. However, its flexibility and intuitive design features mean that it can also be used to create any style of report, including customer engagement communications such as a Subject Access Request. Through an extension to the communication definition features supported in Civica Cx Housing, it is possible for the underlying templates to be devised and controlled entirely through an SSRS report, augmenting the existing options of using either the integral template editor or Microsoft Word.