Finding and Reporting Personal Data about Individuals

Use the Privacy Utility when an individual requests that your company provide information about that individual's personal data. Use the utility to search through the database to find information about the individual, based on the individual's name and, where applicable, country.

Note: You must be set up on the Electronic Signature Authorizers form in order to print reports from this utility.

Open the Privacy Utility form.
Specify the individual's name, and optionally the country to narrow the search results.
You can specify part of a name to display any instances that contain the partial name. For example, if you enter Rob, the results display names such as Robertson, Robert, Wrobinski, and Rob, when searching the name and company fields.
In some cases, for example in applicant records, the country is not applicable.
Specify the Data Groups to search in the database.
See About the Privacy Utility for more details about the types of information in each group.
Click Search.
The grid displays the records that were found. Each record indicates the data group where the record was found, and the name that was found. Where available, country and address information is displayed to further distinguish the individual.
Select the Select check box for each record that you want to include on the report.
Click Print to generate a report that includes all of the selected records.
If required, the Electronic Signature Required window is displayed. Specify your user name and password, select the appropriate reason code for printing, and click OK.
The report is printed, including the private information that your company holds for the individual. You can provide this report to the requesting individual.
A log is updated each time that the utility is used, for auditing purposes. You can print the log from the Electronic Signature Records Report.