Manage Data Permissions and Sub-processors in the Partner Portal
As a partner to Skolon, you have a responsibility to keep information about your tools updated. This applies to both what personal data your services collect and which sub-processors you use.
Why is this important?
When your customers (schools and school providers) buy licenses and use your tools via Skolon, they must have full control over how their data is handled. By keeping your profile updated with correct information, the customer can see this directly in their interface.
Every time you make a change or add a new sub-processor, an automatic email and a notification are sent out to the affected customers. They then have the opportunity to review and approve the new data management. Having a correct and transparent data view is therefore crucial for customers to continue using your services safely and in accordance with GDPR.
How to Do It – Step by Step
To update your settings, log in to Skolon's partner portal and follow the steps below.
Step 1: Go to Settings
Click on your profile name in the top right corner.
Select Settings from the dropdown menu.
Step 2: Manage Data Permissions
Here you specify what type of user data your tools need to collect and process.
Click on the Data Permissions tab in the top menu.
Check the categories of personal data that your tools require (e.g., Group members, Profile, Date of birth etc.).
Enter a start date in the Effective as of field for each selected data type.
Example: If you currently fetch certain information, but also plan to start fetching Profile in the future, check it and enter the date the change takes effect.
Click on Save at the top right.
Step 3: Manage Data Processing and Sub-processors
Here you specify where your data is hosted and add any sub-processors.
Click on the Data Processing tab.
Select the option at the top of the page that corresponds to your business:
Hosted within the EU (No sub-processors are used): If all data is stored within the EU and you do not use any sub-processors.
Hosted outside the EU (No sub-processors are used): If the data is stored outside the EU and you do not use any sub-processors.
Sub-processors are used: If you use sub-processors to provide your services.
If you choose either of the first two options (no sub-processors), you only specify Processing location and where your Company headquarters are located in the dropdowns and click Save.
Step 4: Add and Update Sub-processors
If you have chosen the option that sub-processors are used, each unique sub-processor must be registered:
Click on the + New sub-processor button.
Fill in the following information in the form:
Company name: The sub-processor's company name (e.g., Google Cloud Platform).
Processing location: The country where the sub-processor handles the data.
Company headquarters: The country where the sub-processor's headquarters are registered.
Purpose of processing: The purpose of the processing (e.g., cloud storage, customer support, payment processing).
Effective as of: The date from which this sub-processor starts handling customer data.
Data categories: Check exactly which types of personal data this specific sub-processor has access to.
Click Save.
Repeat the process for all sub-processors you use. If you need to make changes later to an existing sub-processor, just click on the arrow next to the sub-processor's name in the list, update the information, and save.