This page provides an overview of the functions and features in Procountor that you can also use to support the processes specified in the GDPR.
A person’s right to access data stored about them in the system
The Business partner registers provide a functionality that allows the information on a business partner to be opened in a separate Excel or HTML file. The function can be found in the Business partner basic info of the Person, Customer and Supplier registers.
Clicking on the Export register data button will open a window where you can select the file language and file format in which to display the information. The file contains all the information concerning the business partner that has been saved in the business partner register. With respect to employees, the file displays the employee’s information and salary base in addition to the information in the person register.
Invoices and receipts related to a business partner can be retrieved separately using the Search invoices button. This function opens all the receipts allocated to the business partner in the Receipt search view, where you can download them in the desired format by selecting Printable list.
User right change log
You can view changes made to user privileges in the Users and privileges view. You can access the change log by selecting the user in the Users list. Then select the user in the User rights window and click on the Show user right changes button. You can export the data into an HTML or Excel file.
The user right change log is available to users with full rights to the company’s user management.
Disabling the email option in the salary slip invoice channels
You can disable the Email salary channel in your environment. You can do this in the Usage settings in your environment by clearing the selection in Enable email as a channel for delivering salary slips.
If email as a salary channel is disallowed, it will be removed from the salary channel options in your environment and cannot be used for sending salary slips.
It is recommended to make changes to the email salary channel settings when the salaries of the previous period have been processed and before the calculation of salaries for the next period has started.
If you do not allow Email to be used as a salary channel, Procountor will notify you if an employee has selected email as their salary channel. You can find additional information on disabling the Email salary channel here.
Adding a Data Protection Officer to the company’s basic info
Information on the company’s Data Protection Officer can be saved in Procountor environments. The Data Protection Officer’s contact information can be saved in Contact persons under Management > Company info > Basic info. It is advisable to enter information on the Data Protection Officer in the environment to enable prompt communication in the event of a data security incident.
GDPR file vault
The GDPR file vault contains the Records of processing documents, which are also referred to in the general terms of agreement, as well as document templates for companies’ and accounting offices’ use, such as Records of processing.docx for data controllers. The GDPR file vault can be found in the Basics menu in the upper right corner of the page.