To help you meet your obligations for GDPR, Arlo provides a consent field that you can include in your order process or quick registration page or your lead forms.
This field is designed to allow you to prompt your registrants with data processing and privacy-related consent questions, as required for your GDPR compliance. You can add as many consent fields as you need to a single form.
Consent fields are explicitly separate from any existing fields you have for accepting terms and conditions during the registration process. Consent fields are designed to meet data processing and privacy regulation and the user can always choose not to tick them (not to consent) while still proceeding with a registration.
Consent field responses are saved and include key audit information such as details of the text that they saw at the time they consented, even if that text is subsequently revised. This allows you to reproduce exactly what an individual has consented to in the past, even if the current version of the form has changed.
The following article describes how to add the consent form to your registration and lead forms and report on the data collected.
When the consent form is active, Arlo will present the person making the booking with a drop-down field to select who they are. This selection is important to ensure that the system can identify who the consent should be associated with.
It is not possible for an individual to offer consent on behalf of someone else. For example, when an order contains registrations for multiple people, consent fields will only be shown for (at most) one of the contacts associated with the order.
If the person filling in the form is not registering for themselves, they will not be asked to provide consent.
If they are one of the registrants or the order contact, they can select their name from the list.
They are then provided with the opportunity to update their consent preferences by clicking Update preferences.
If they click Update preferences, Arlo will present them with the form as you have set it up in your consent form settings.
Example: Consent form preferences
If the customer has not given consent:
- If they choose not to update their preferences, consent will be recorded as Not specified.
- If they explicitly choose to update their preferences and they decline to give their consent (by leaving the checkbox blank), their consent will be recorded as not given.
- If they explicitly update their preferences and they give their consent, their consent will be recorded as given.
If the customer has given consent:
- If they choose not to update their preferences, the existing consent already recorded in Arlo is maintained without modification.
- If they explicitly choose to update their consent preferences, all of their consents will be updated to match their choices on the form. This includes revoking consent if a checkbox is left blank.
They will still be able to submit their registration under all circumstances.
Arlo allows you to create your own consent and data restriction fields to be added to your registration form so that they abide by your processes and legal advice.
The consent form is only available on registration and lead forms and is not currently available for application process forms.
Ensure your consent field meets GDPR requirements when capturing consent for marketing consent if you are processing customer data in the EU.
- Open the Settings menu item.
- From the Marketing section, select Consent fields.
- Press New field.
- Enter the information to create the consent field, using the preview to make sure it displays the way you want it to.
- Press Save.
Example: Simple consent field
- Open the Settings menu item.
- From the Registrations section, select Registration and lead forms.
- From the Consent section, for the Registration consent form, click Edit.
- Edit the Heading and Instructions to your preference. These details will be displayed at the top of the consent section on the checkout.
- Press Add field.
- Locate and click to add the fields you require.
- Repeat this process for any other fields you wish to add to the consent form.
- When you have completed the form, press OK.
- When you return to the Registrations setting page, press Save.
Once you have added your fields to the consent form you should enable it on your checkout. This will enable the consent form on all registration forms (including quick registration and order process) for all of your events without you having to edit each events' registration process.
- Open the Settings menu item.
- From the Registrations section, select Registration and lead forms.
- From the Consent section, tick the Display a consent section for registrations checkbox.
- Press Save.
- Open the Settings menu item.
- From the Registrations section, select Registration and lead forms.
- From the Consent section, for the Lead consent form, click Edit.
- Rename the Heading and Instructions to your preference. These details will be displayed at the top of the consent section on the checkout.
- Locate and click to add the fields you require.
- When you have completed the form, press OK.
- When you return to the Registrations setting page, press Save.
Once you have added your fields to the consent form you should enable it on your checkout. This will enable the consent form on all registration forms (including quick registration and order process) for all of your events without you having to edit each events' registration process.
- Open the Settings menu item.
- From the Registrations section, select Registration and lead forms.
- From the Consent section, tick the Display a consent section for leads checkbox.
- Press Save.
To view an individual contact's consent:
- Open the contact.
- From the toolbar, press Edit.
- Select the Privacy section.
- To open the full consent information, click the consent title.
- This information includes:
- Consent revision number
- Request text
- Response text
- Date last updated
- Who last made an update
- How was the update made
You can edit individual contacts' consent as you receive the requests.
- Open the contact.
- From the toolbar, press Edit.
- Select the Privacy section.
- Click the title for the consent you wish to edit.
- Press Modify consent.
- Make any necessary changes to the consent.
There is a box available to enter notes, eg. why consent was changed, or whether consent was received verbally either face-to-face or over the phone.
- Press Save.
- Save the contact's record.
You can use the contact importer to update multiple contacts' consents. This is especially useful for updating current contacts' consents. Arlo records the method of consent as being completed via data import.
Learn more about importing to edit contact information.
You can report on consent using the Contacts report. You can choose which fields you would like to add to the report and remove any you don't want to see. This report includes the ability to select the consent fields, such as the consent wording and whether consent is given or not given, along with the contact's name and other contact details.
When you create a prospect list for a campaign you can use the consent fields to filter your contacts. This ensures that you are only marketing to contacts who have given their express consent to be sent emails and information from you.
Learn more about creating campaigns including adding consent fields to prospect filtering.
Example: Preparing prospects for a newsletter only when they have consented to the current/latest version of your consent form for newsletters
