top of page

New Personal Data Search - Available April 2018

Make Opera 3 ready

for GDPR requests

Why do I need the Opera 3

Personal Data Search?

On 25th of May 2018, the new General Data Protection Regulation (GDPR) will apply in the UK and companies are obliged to prepare to comply with the new requirements.

​

Employees, clients and providers will have the right to access their personal data. Companies must have the means in place to provide a copy of the information in an electronic format within 30 days.

On 25th of May 2018, the new General Data Protection Regulation (GDPR) will apply in the UK and companies are obliged to prepare to comply with the new requirements.

​

Employees, clients and providers will have the right to access their personal data. Companies must have the means in place to provide a copy of the information in an electronic format within 30 days.

GDPR Subject Access Request

Under the GDPR, individuals will have the right to obtain:

  • confirmation that their data is being processed

  • access to their personal data

  • other supplementary information

When it comes to responding to SARs, the requirement is that you respond in the same format as that in which the request was made. If you, therefore, receive a SAR by email, responding to it and providing the data you hold should also be in electronic format.

GDPR SAR

What is the Personal Data Search?

Based on known criteria entered by the user such as surname, email

address etc, Personal Data Search searches in:

  • Sales/Purchase/Nominal Ledgers

  • Payroll, Personnel

  • CRM

  • Cashbook

  • Fixed Assets

  • People’s Profiles

and returns a list of all individuals that fit the search criteria, along with the areas of the system where this information is held.

It then provides the ability to print this information, export it to Excel or export as a .csv file. 

How can Personal Data Search

help you comply with GDPR?

Personal Data Search is a simple to use and extremely effective tool for identifying personal data in Opera 3 and presenting it in the required format, a process which would otherwise take a considerable amount of time. It will be invaluable when you receive Subject Access Requests from customers, prospects, suppliers or employees and need to locate the relevant data and provide it in either printed or electronic format.

CRM Changes

Data processing in Customer Relationship Management (CRM) now allows

recording of the purpose for processing personal data, and the Consent 

Given/Withdrawn dates for activities in CRM such as searching for contacts, mail merging letters to contacts and bulk emailing to contacts. 

 

Search
Why archiving

Personal Data Search is designed to help Opera 3 users locate personal data held within an Opera 3 company. All you need to do is enter the personal information you know and Personal Data Search will scan through Opera 3 and display a list of the records that match your search criteria. You can search using a wide range of criteria, from surname, postcode and email address to address line and phone number, as well as more detailed information such as customer account code and employee reference or NI number. 

The areas of the system that are searched include:

• Sales Ledger: customers and contacts

• Purchase Ledger: suppliers and contacts

• CRM: Sales Regions/Territories/Types/Routes/Despatch

• CRM: company processing, contact details, contact addresses, helpdesk calls

• Nominal Ledger: banks

• Cashbook: payees

• Fixed Assets: locations and insurance companies

• Payroll: employee details, pension scheme contacts, bank contacts

• Personnel: employee details, including emergency contacts

• People Profiles

Search criteria entry

Search results displayed

When you perform a search, the data that matches your search criteria is displayed alongside the related personal information such as address, telephone number, email address, etc. You can also see where that data is located, such as CRM, Personnel and so on. If your search has resulted in multiple individuals, this will help you to locate and select the correct contact more easily. You can then select which elements of this personal information to extract, and you have the option to print it, export to Excel or export as a .csv file, all of which are acceptable ways of providing the required information. This gives you all the flexibility you need to provide data in different formats when responding to a Subject Access Request, especially if you have to provide the information in electronic format. Personal Data Search is a chargeable feature.

Nothing to book at the moment

Respond to Subject Access Requests quickly and easily

Special Offer!

We are offering a 20% discount on additional Opera 3 users when purchased at the same time as Personal Data Search. 

Offer Valid until the end of April 2018.

Offer

The Personal Data Search utility within Opera 3 helps you find this information quickly and efficiently See it in action with our Pegasus Product Specialist on 18/05/2017 at 10:00 am

Free Webinar

Free webinar
Nothing to book at the moment

Other Intsys Solutions

To help you comply with GDPR

bottom of page