Here is a general overview of the GDPR panel which explains which sections to change in order to customise all privacy and data processing settings.

Under Settings–>GDPR you can change the following sections:

1. Permissions: in this section you can change the settings related to how users can login to their UI/GUI. See here for more details: GPDR Panels – permissions
2. Report: here you can set how long data regarding call reporting and recording you would like to be stored in the system (please note that in compliance with EU Regulation 2016/679 art. 25, you should only keep data for the time required by the purpose of the processing). Here you can also set the recording of calls based on relevant routing rules. See here for more details: GDPR Panels – reporting
3. Data portability: in this section you can search, download and erase all data related to a contact or extension stored in the phone system in compliance with EU regulation 2016/679 – art. 20. See here for more details GDPR Panel – data portability

In this article we will see how it is possible to personalise all permissions related to users accounts.

In the section Configuration–>GDPR, selecting the item Permissions it is possible to personalise the behaviour of the VOIspeed telephone system with regard to the management of all users passwords; as of users password we only mean the passwords required to access Ucloud UI or VOIspeed GUI. These passwords protect the account to activate the software allowing it to manage, among other things, own personal data (reports and recordings of own phone calls report) and the information exchanged with the collaboration and sharing tolls available with VOIspeed (i.e. Chat, SMS, file transfer).

Let see in detail the information that can be customised :

1. Password update with the first login: when this option is enabled, all users accessing the UI for the first time (when the software installed for the first time or following a new software installation after an hardware change) will need to change their password from the one given to them by the system administrator. When this option is disabled, this important security option will not be available.
   The option is enabled by default.
2. Password complexity: by modifying this setting it will be possible to decide the complexity level of each user’s password.
   The default value is 8 alphanumeric characters.
3. Validity time of each password: with this parameter you can decide whether user’s account passwords should expire or not and if they do how long they should last. When the password expires the user will be asked to reset it through a WEB application that is integrated to VOIspeed that can be accessed directly from the UI of Ucloud or VOIspeed GUI. The new password cannot be the same as the old one and the default time to change it is 3 months.

In this article we show the setting required to personalise how call reporting and call recordings are displayed.

In the section Configuration–>GDPR, selecting the option Reports it is possible to change the behaviour of the system with regard to the time sensitive data is stored within the calls reports. We would like to remind that in compliance with the EU Regulation 2016/679 – art. 25 the Data Processor must define a period of time during which data is stored and processed within the system. Provided the action required is lawful, in this section you can set how calls are recorded and how long they can be stored in the system.

Let’s see in detail the settings that can be personalised:

1. Reporting data storage: this parameter will modify the storage time for data to be kept in the system with regard to the call report. All calls older than the time set are removed automatically by the system.
   The default value is 6 months.
2. Call recording: modifying this setting you can enable automatic recording of all calls, based on the routing rules entered. When this setting is enabled, in the panel also the option Enable Recording where it is possible to personalise the routing rules where recording is enabled.The default value is NO.
3. Storing call recordings: this parameter will influence the time call recordings are stored by the system. All calls older than this setting are removed automatically by the system.
   The default value is 6 months.

In this article we will see how it is possible to guarantee the data portability and the right to be forgotten on all data stored in the VOIspeed PBX.

In the section Configuration–>GDPR, selecting the item Data Portability it is possible to recover all data stored by the phone system about a user or phone number that has interacted with the phone system in compliance with GDPR regulations (i.e. EU Regulation 2016/679 – art. 20).

Let’s see in detail what is possible to do in this section:

1. Type of contact: here you can choose whether the search on the data should be on a user or an external phone number;
2. Select user / External number: based on the selection of the parameter above, here you can select the user or the external number;
3. Erase data: by selecting this flag, all data related to the contact will be erased after being exported. Data cancellation will be performed in compliance with the reporting settings selected in the GDPR panel.
   See here for more information: GDPR Panel – reporting)