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Enable Data Protection and Privacy

Administrators can enable data protection and privacy in your org to help your association keep constituents’ personal data secure and private by adhering to data protection and privacy regulations.

Data protection and privacy configuration can vary from association to association. There is no one-size-fits-all configuration. We list several areas of enablement on this page. As an administrator, you should work with your association to understand the business needs, which will guide you as to which areas to configure and how to fine-tune them to meet the business needs. The areas are:

  • data anonymization of your constituents
  • consent management and anonymization requests and intake
  • "copy of my data" export requests and intake
  • cookie message in Community Hub

Enable Data Protection and Privacy

  1. Enable Salesforce Data Protection and Privacy:
    1. Enable Tracking and Storage of Certain Data Privacy Preferences (external).


If administrators would like any of the Data Protection and Privacy fields to appear during the Create Account process, they will need to manually add Read and Edit permissions to the fields in question through the Community Hub Guest permission set. You can do so by following the steps listed in the Permission Set (external) documentation.


Enable Constituent Anonymization

  1. Enable field history permissions:
    1. From Setup, enter User Interface in the Quick Find box, then select User Interface.
    2. In the Setup section, select Enable “Delete from Field History” and “Delete from Field History Archive” User Permissions.
  2. Add custom fields to be anonymized:
    1. Review the List of Fields Anonymized by Default so you know what fields will be anonymized.
    2. Review the List of Additional Fields that Can Be Anonymized so you know know what additional data you might want to anonymize.
    3. Add any custom fields to the list of personally identifiable information to ensure the contained information is anonymized when a request to be forgotten is processed. Learn how to Add a Field to Anonymize.
  3. Add a button to the Person Account page layout(s):
    1. From Setup, select Object Manager | Person Account | Page Layouts.
    2. Click Edit next to the Person Account Layout.
    3. In the Salesforce Mobile and Lightning Experience Actions section, click override the predefined actions.
    4. Add the Anonymize Lightning action to the Mobile and Lightning Experience Actions section. We recommend you add it near the end of the list of actions, as anonymization will be an uncommon action.
    5. Click Save.
    6. Repeat these steps for any custom Person Account page layouts.
  4. Deactivate the CancelledReadOnly validation rule on the Event Badge. Learn more about Managing Validation Rules (external)
  5. Assign both Data Protection And Privacy Admin permission sets (Data Privacy And Protection Admin, Data Privacy And Protection Admin 2) to staff who will be anonymizing individuals:
    1. Assign Permission Sets to a Single User (external).
  6. Enable Lightning Experience in Nimble AMS for staff who will be anonymizing individuals.


If you don't see the "Data Privacy And Protection Admin 2" permission set within your production or sandbox environments, you can create a new permission set with the following permissions, using the following steps:

  1. From Setup, Search and Navigate to "Permission Sets"
  2. Select 'New' 
  3. Name & Label As Needed
  4. Click on System Permissions and select Edit
  5. Ensure the following checkboxes are set to true:
    1. Delete From Field History
    2. Delete From Field History Archive
    3. Run Flows
  6. Assign The Permission Set To Staff

Enable Consent Management and/or Anonymization "Forget Me" Requests

  1. Create or update a Privacy Setting Custom Setting:
    1. From Setup, enter Custom Settings in the Quick Find box, then select Custom Settings.
    2. Click Manage Records next to Privacy Settings.
    3. Click New or edit the existing Privacy Setting.
    4. In Consent Request Frequency, enter the number of days which elapse before a user is asked to provide consent again. This value should align with the data protection and privacy regulations to which you are adhering.
    5. In Privacy Policy, enter the URL of your organization's privacy policy used in consent notifications. This is often a page in your CMS.
    6. Anonymization Request Compliance Period is populated, but you can enter an alternate number of days from an anonymization request until the related task is due. This value should align with the data protection and privacy regulations to which you are adhering.
    7. Click Save.
  2. Add fields to the Person Account page layout(s):
    1. From Setup, select Accounts | Person Accounts | Page Layouts.
    2. Click Edit next to the Person Account Layout.
    3. We recommend you add a new section for data privacy settings.
    4. Add Individual. We recommend you add it in the data privacy settings section.
    5. Add Consented. We recommend you add it in the data privacy settings section.
    6. Add Last Consented Date. We recommend you add it in the data privacy settings section.
    7. Click Save.
    8. Repeat these steps for any custom Person Account page layouts.
  3. Optionally, we recommend you enable Field History Tracking (external) for the Consented and Last Consented Date fields on the Contact object to provide an audit trail for consent changes.
  4. If you want to use included components for consent management or for requests to be forgotten, enable them for use in Community Hub Setup:
    1. From Setup, enter Custom Metadata Types in the Quick Find box, then select Custom Metadata Types.
    2. Click Manage Records next to Tag for the Community Hub installed package.
    3. Click Edit next to ConsentTrackingSUM18.
    4. Select Is Active.
    5. Click Save.
  5. Consider implementing something similar to these recipes:
    1. Configure Consent Tracking for All Accounts in Community Hub
    2. Configure Consent Tracking During Account Creation in Community Hub
    3. Configure Consent Tracking for Minors in Community Hub
    4. Configure a Forget Me Request Card in Community Hub
    5. Configure My Privacy Settings in Community Hub

Enable Data Copy Export Requests

  1. Create or update a Privacy Setting Custom Setting:
    1. From Setup, enter Custom Settings in the Quick Find box, then select Custom Settings.
    2. Click Manage Records next to Privacy Settings.
    3. Click New or edit the existing Privacy Setting.
    4. Data Export Request Compliance Period is populated, but you can enter an alternate number of days from a data export request until the related task is due. This value should align with the data protection and privacy regulations to which you are adhering.
    5. Click Save.
  2. If you want to use included components for requests for a data copy export, enable them for use in Community Hub Setup:
    1. From Setup, enter Custom Metadata Types in the Quick Find box, then select Custom Metadata Types.
    2. Click Manage Records next to Tag for the Community Hub installed package.
    3. Click Edit next to ConsentTrackingSUM18.
    4. Select Is Active.
    5. Click Save.
  3. Consider implementing something similar to these recipe: Consent Tracking

Enable a Cookie Message in Community Hub

  1. Update a custom Community Hub page template so it displays the cookie message in Community Hub:

    1. If you are using a custom template, update the template:

      Show Me How to Update My Custom Page Template...
      1. From Setup, enter Custom Code in the Quick Find box, then select Visualforce Pages.
      2. Click Edit next to your custom page template, which is a Visualforce page.

      3. Add the following code right above the </body> tag:

        XML 
        <NC_DPP:CookieConsent />

      4. Click Save.

    2. If you are not using a custom template, create one:

      Show Me How to Create and Use a Custom Page Template...
      1. From Setup, enter Custom Code in the Quick Find box, then select Visualforce Pages.
      2. Click New.
      3. Enter a label, name, and description for your custom template.

      4. Add the following code:

        XML 
        <apex:page showHeader="false" standardStylesheets="false"
    docType="html-5.0" applyBodyTag="false" applyHtmlTag="false"
    controller="NC.CoreTemplateController">
<html>
<head>
    <title>{!FormattedTitle}</title>
    <meta http-equiv="X-UA-Compatible" content="IE=edge" />
    <meta name="viewport" content="width=device-width, initial-scale=1.0" />
    <apex:outputPanel layout="none" rendered="{!FaviconUrl != null && FaviconUrl != ''}">
        <link rel="shortcut icon" href="{!FaviconUrl}" />
    </apex:outputPanel>
    <NC:BaseStylesScripts />
    <NC:ThemeOutput />
    <apex:outputPanel layout="none" rendered="{!HasCustomStylesheet}">
        <apex:stylesheet value="{!CustomStylesheetResourceUrl}" />
    </apex:outputPanel>
    <apex:dynamicComponent componentValue="{!HeadComponent}" rendered="{!HeadComponent != null}" />
    <apex:insert name="inlineStylesAndScripts" />
</head>
<body>
    <div class="l-off-canvas l-off-canvas-left">
        <div class="m-off-canvas-nav">
            <NC:ListGroupNavigation menuName="Global" />
            <apex:insert name="tertiaryNavigation" />
        </div>
        <apex:insert name="offCanvasLeft" />
    </div>
    <div class="l-canvas">
        <apex:dynamicComponent componentValue="{!HeaderComponent}" />
        <apex:insert name="main" />
        <apex:dynamicComponent componentValue="{!FooterComponent}" />
    </div>
    <NC:SsoCookie />
    <NC:GoogleAnalyticsTracking />
    <NC_DPP:CookieConsent />
</body>
</html>
</apex:page>

      5. Click Save.

      6. From Setup, enter Communities in the Quick Find box, then select All Communities.
      7. Click Workspaces next to the Community Hub you are updating.
      8. Click Administration.
      9. Click Pages.
      10. Click Go to Force.com.
      11. In the new tab that opens in your browser, click Edit.
      12. In Site Template, enter the name of your custom page template, click , and select the page template.
      13. Click Save.
    Show Me How to Determine if I am Using a Custom Page Template...
    1. From Setup, enter Communities in the Quick Find box, then select All Communities.
    2. Click Workspaces next to the Community Hub you are updating.
    3. Click Administration.
    4. Click Pages.
    5. Click Go to Force.com.
    6. In the new tab that opens in your browser, click Edit.
    7. If the value in Site Template is NC.CoreTemplate, you are not using a custom page template. If the value in Site Template is not NC.CoreTemplate, you are using a custom template; take note of the name of your custom template.
  2. Enable the components for use in Community Hub Setup:
    1. From Setup, enter Custom Metadata Types in the Quick Find box, then select Custom Metadata Types.
    2. Click Manage Records next to Tag for the Community Hub installed package.
    3. Click Edit next to CookieAlertSUM18.
    4. Select Is Active.
    5. Click Save.






Anonymize an Individual


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