Managing Consent on Behalf of a Data Subject

You can add, modify, and withdraw consent on behalf of a data subject using the following procedures. This allows you to manually manage their consent preferences, which can be useful for instances where the data subject communicates desired changes through analog means.

Adding Consent on Behalf of a Data Subject

You may need to manually add consent on behalf of a data subject for new purposes that do not have existing consent and for new versions of purposes for which the data subject has already given consent.

To opt-in to new purposes and new versions of purposes

  1. On the Universal Consent & Preference Management menu, select Data Subjects > Profiles. The Data Subjects screen appears.

  2. Click the link in the Data Subject column for the data subject for whom you want to add new purposes. The Data Subject Details screen appears.

  3. Navigate to the Purposes tab. The Purpose Summary section appears.

  4. Click the Add New Purposes button. The Select Purposes section on the Consent to New Purposes screen appears.

  5. Select the purposes for which you want to add consent on behalf of the data subject. For more information, see Consent to New Purposes Screen Reference below.

  6. Click the Next button. The Select Topics and Preferences section appears. If available, Purpose Preferences for the selected Purposes will also appear and will need to be addressed.

  7. Select the necessary Purpose Preferences. A green check mark will appear for each Purpose for which the selection requirements have been met. For more information, see the Consent to New Purposes Screen Reference.

  8. Click the Consent button. The Give Consent modal appears.

  9. In the Reason field, enter notes explaining why consent is being added or the way in which the data subject communicated such.

    Note:

    If the Use Defined Reasons setting is enabled, select a predefined reason for the change in the Select Reason field. Providing a reason is optional unless the Make Reason Notes Required setting in Global Settings is enabled.

  10. Click the Confirm button. The selected purposes and corresponding preferences appear on the Data Subject Details screen in Processing status.

    Note:

    You can click the Refresh icon to view the current status of a data subject's consent to a purpose.

Consent to New Purposes Screen Reference





Modifying Consent to Purposes and Purpose Preferences

You may need to manually modify consent on behalf of a data subject who has communicated a change in preferences through analog means such as a phone call or paper form.

  1. On the Universal Consent & Preference Management menu, select Data Subjects > Profiles. The Data Subjects screen appears.

  2. Click the link in the Data Subjects column for the data subject for whom you want to withdraw consent. The Data Subject Details screen appears.

  3. Navigate to the Purposes tab. The Purpose Summary section appears.

  4. Select a purpose for which you want to modify the data subject's consent preferences, and click the Context Menu icon .

  5. On the Context menu, select Edit Consent Preferences. The purpose preferences for the purpose currently displayed on screen become available to edit.



  6. Select and clear the check boxes corresponding to the purpose preferences that you want to update for the data subject.

  7. Click the Save button.

Managing Consent on Behalf of a Data Subject in Preference Centers

OneTrust offers the ability to update a data subject's consent directly from your Customer Relationship Management (CRM) system, eliminating the need for your customer representatives to log into OneTrust to manage consent for a data subject.

Note:

If the Double Opt-In setting is enabled on the Preference Center on which consent is being updated for the data subject, the data subject must confirm consent via email before consent will move from the Pending status.

  1. Ensure that the integration between OneTrust and your CRM system has been set up and is functioning correctly using a workflow. For more information, see Getting Started with Integrations Workflows.

  2. Get a magic link with a data subject's magic link token by following the To set up Multi Page Preference Center Magic Links procedure. Ensure that their magic link is passed in the payload.

  3. Append the magic link URL with onbehalf=true&agent=emailOfTheAgent (e.g. cbraden@gilberthughes.com).

  4. Create a role in OneTrust that has the Can assign Consent on Behalf of consumers permission enabled. Ensure that the agents have access to the OneTrust application and are assigned to this custom role. For more information, see Creating and Editing Custom Roles

  5. In your CRM system, create a button that allows you to automatically update consent for a data subject. The creation of this button depends upon your system, but should include a tool that creates a URL using the Preference Center magic link, data subject magic link token, and the two query parameters.

  6. Once the data subject's consent has been updated from your system, the interaction appears under the Data Subject Details screen and the Receipts screen.

Withdrawing Consent on Behalf of a Data Subject

You may need to manually withdraw consent on behalf of a data subject who has communicated a change in preferences through analog means. You can withdraw consent on behalf of a data subject from within the application.

  1. On the Universal Consent & Preference Management menu, select Data Subjects > Profiles. The Data Subjects screen appears.

  2. Click the link in the Data Subjects column for the data subject for whom you want to withdraw consent. The Data Subject Details screen appears.

  3. Navigate to the Purposes tab. The Purpose Summary section appears.

  4. Select a purpose for which you want to withdraw the data subject's consent, and click the Context Menu icon.

  5. On the Context menu, select Withdraw Consent. The Withdraw Consent modal appears.



  6. In the Reason field, enter a note explaining why consent is being withdrawn or the way in which the data subject communicated such. 

    Note:

    If the Use Defined Reasons setting is enabled, select a predefined reason for the change in the Select Reason field. Providing a reason is optional unless the Make Reason Notes Required setting in Global Settings is enabled.

  7. Click the Withdraw button.

  1. On the Universal Consent & Preference Management menu, select Data Subjects > Profiles. The Data Subjects screen appears.

  2. Click the link in the Data Subjects column for the data subject for whom you want to withdraw consent. The Data Subject Details screen appears.

  3. Navigate to the Purposes tab. The Purpose Summary section appears.

  4. Click the Withdraw All button. The Withdraw All modal appears.



  5. In the Reason field, enter a note explaining why consent is being withdrawn or the way in which the data subject communicated such.

    Note:

    If the Use Defined Reasons setting is enabled, select a predefined reason for the change in the Select Reason field. Providing a reason is optional unless the Make Reason Notes Required setting in Global Settings is enabled.

  6. Click the Withdraw button.

Viewing Changes Made on Behalf of a Data Subject

You can view the history of changes made to a data subject's consent for audit purposes using the User Activity tab. Changes that a user has made to a data subject's consent preferences display on this screen along with the user responsible for the change and the date and time at which the change was made.



Any change made on behalf of a data subject will display as an Administrative update on the Transactions tab of the Receipts screen, and will have the collection point ID 00000000-0000-0000-0000-000000000000.