Setup Considerations: Active Consent Preferences for Personal Information
You can use this topic to help make decisions when planning your configuration and use of active consent preferences for personal information. It explains:
- Why to set them up.
- How they fit into the rest of Workday.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
What They Are
Active consent preferences for personal information enable you to collect consent preferences from workers in relation to how you process their personal information.
Business Benefits
- Respect the privacy of an individual's personal information in compliance with global regulations such as the General Data Protection Regulation (GDPR).
- Meet regulatory requirements in countries that require explicit consent to process personal information.
- Promote transparency about data usage in your organization.
- Enable workers to actively manage their consent preferences without manual processes.
- Expand self-identification as a feature in countries that require active consent.
Use Cases
- Obtain explicit consent by country for the use of personal data.
- Control the language of consent.
- Require a consent for a processing purpose if needed to support your business needs.
- View worker consent preferences to ensure you are respecting them.
- Purge data for workers who don't provide consent.
Questions to Consider
Question
| Consideration
|
|---|---|
When you configure active consent for the country of a worker's primary position, do the preferences apply to other countries? | Workers can have active consent preferences in every country where they have a position. Active consents can be different for each country. |
Do active consent preferences settings respect your existing localization settings? | Compare available data elements in your active consent and existing localization settings to ensure consistency. |
Do you need to collect an active consent for every personal information field? | A single active consent applies to all selected personal information fields. |
What happens when you create a new configuration? | Workers must provide their consent again when you create a new configuration because it replaces the previous configuration. |
Does Workday provide an audit trail for active consents. | We maintain a history of all active consent configurations. |
How do you purge data when a worker has active consents in multiple countries? | For a purge to occur with the new purgeable data types (PDTs), all consent preferences for a processing purpose must be Do Not Consentin all countries. When there's a single consent, Workday doesn't purge. |
What's the difference between an acknowledgement and a consent processing type? | An acknowledgement is a check box and isn't considered in a purge. A consentis a prompt that is considered in a purge. |
Can terminated workers continue to access their consent preferences? | Consent preferences don't expire so terminated workers who still have access to Workday can manage their consent preference until you:
|
Recommendations
Test data purging in your Sandbox environment before you purge data in you Production environment.
Workday can't reverse or roll back the purged data.
Requirements
No impact.
Limitations
Workday doesn't transfer consent preferences when a candidate becomes a worker.
Tenant Setup
No impact.
Security
These domains in the Active Consent functional area:
Domain
| Considerations
|
|---|---|
Active Consent
| Enables you to access report fields and view active consent preferences for a worker. |
Self-Service: Active Consent
| Enables workers to manage their active consent through:
|
Set Up: Active Consent
| Use to configure your active consent processing purposes and active consent preferences by country. |
Business Processes
Configure the
Change Personal Information
business process to collect active consent data in the countries where you enable it. Workers don't have to initiate the
Change Personal Information
business process to manage their active consent preferences.Reporting
Use the
View Active Consent Preferences for Worker
report to view active consents.Integrations
Use the
PUT Active Consent Preferences by Country for Role
web service to import existing consent preferences into a configuration.Connections and Touchpoints
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.