GDPR is now live for users with clients in the EU. What do you need to do to be compliant?

  1. Update your privacy policy to be compliant with GDPR guidelines.
  2. Only collect or process personal data required to perform your contract e.g. shooting a client's wedding or family portrait.
  3. If you want to send your clients marketing materials and promotions which are not related to completing the contract, you must get their explicit consent first.

How does Studio Ninja help you be compliant?

Studio Ninja will help you collect opt-in consent if you wish to do so. Remember you don't need to ask for consent if you are simply processing their personal data e.g. name and email, in order to do your job for them.

Studio Ninja will also help you store these records of consent to remain GDPR-compliant.

There are three ways in which you can ask for your client's consent, by adding an optional checkbox to your:

  • Contact Form
  • Questionnaire Templates
  • Contract Templates

You can track your client's consent records via their Client Profile, as well as inside the Job Profile where you sent the Contract or Questionnaire Templates. Go to the Job Profile and then click on View Contract or View Questionnaire.

What does being "subscribed" in Studio Ninja mean?

Being "subscribed" in Studio Ninja simply means your client is subscribed to receive your emails. A client is subscribed to receive your emails as soon as you add them to Clients or when they submit an enquiry through your Contact Form.

Your client's subscription status does not differentiate between different types of emails you send to your clients. Having a "subscribed" client does not automatically mean you have the consent to email them marketing materials outside of performing your contract.

To receive clear consent for a reason other than performing the contract, you will need to add the consent checkbox to your Contact Form, Questionnaire Templates or Contract Templates, and they will need to check that checkbox when they submit their details.

Your client can stop receiving your emails by clicking "unsubscribe" at the bottom of every email you send to them via Studio Ninja.

When a client unsubscribes, they will stop receiving automated emails from your workflows. However, they will continue receiving payment and appointment reminders, as well as receipts. These emails do not require their consent because they are part of performing a contract.

How do I start using GDPR? Once you've logged in, go to Settings > Company Information and you can select to enable GDPR features. GDPR will be enabled once you click on save.

You then have the option of adding consent check boxes to the following areas:

  • Contact Form
  • Questionnaires
  • Contracts

How do I keep track of opt-in consent statuses?

  • For consent received via Contact Form, go to your Client Profile.
  • For consent received via Contract Templates, go to your Job Profile > View Contract.
  • For consent received via Questionnaire Templates, go to your Job Profile > View Questionnaire.

Unsubscribing from Emails

Your clients will now have the ability to unsubscribe from all future emails via an unsubscribe link attached to your email message.

Clicking on the Unsubscribe link will bring them to the Notifications page, where they can unsubscribe from future emails.

When a client unsubscribes, they will stop receiving automated emails from your workflows. However, they will continue receiving payment and appointment reminders, as well as receipts. These emails do not require their consent because they are part of performing a contract.

Notifications

You'll receive updated notifications when your client signs your Contract, completes your Questionnaire, or when they fill out your Contact Form. If they opt-in to your consent statement, you will see this in your notification emails:

Contact Form with Consent

Contact Form without Consent:

Questionnaire with Consent:

Questionnaire without Consent:

Contract with Consent:

Contract without Consent:

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