Newer
Older
There are three options that justify **Legal basis for data processing**:
- **Recruitment consent** (Art. 6 (1) lit. a, Art. 9 (2) lit. a GDPR)
- **Study consent** (Art. 6 (1) lit. a, Art. 9 (2) lit. a GDPR and Art. 27 BDSG)
- **Guardianship** (Art. 6 (1) lit. a, Art. 9 (2) lit. a DSGVO and Art.
1626, 1902 BGB)
Castellum is mainly used for the management of **Recruitment consent**. **Study
consents** must be obtained separately from the database by the respective
2. Go to **Consent documents** in the **Subjects**-field
- There you will see a list of all consent documents that have already been
created
- As additional information, the date of creation and the validity of the
consent document are displayed
Updating consent forms
----------------------
Consent documents are marked as invalid if a change in the law occurs,
significant changes are made to the old document, or other reasons require the
subjects's signature on a new document
1. There are two options that can be implemented when a consent document becomes
invalid.
- For both options, first go to **Admin** at the front page > **Consent
documents** > click on the creation date of the consent document to be
modified
1. The consent document can be marked as **Is valid** AND **Is deprecated**
- **Is deprecated** can be seen as a intermediate step in the process of
declaring a valid consent document to be invalid
- If both checkboxes are marked, the subjects remain in the database
and may be recruited. However, a new declaration of consent should be
obtained as soon as possible
2. If only the box **Is deprecated** is ticked, the consent document is
presumed to be invalid in general
- If the invalidity of the document is saved, there is no longer any
recruitment consent of subjects in the database
This does not apply if the **Legal basis for data processing** refers to a
**Study consent** or a **Guardianship**.
The **Legal basis for data processing** can be viewed for each individual
subject by following the instructions below:
- Go to **Subjects** on the front page
- Enter the first and last name of the subject and click on **Submit**
- Go to **Details** next to the subject
- You can see three different **Legal basis for data processing** in
**Overview** and which of those apply to the respective subject
2. If you wish to upload a valid and current consent document, proceed as follows:
- Click on **Admin** on the front page
- Go to **Consent documents**
- Click on **Add Consent Document** (oval with grey background)
- Choose the file you want to upload
- Click on one of the saving options
Deletion of a consent document
------------------------------
1. Click on **Admin** on the front page
2. Go to **Consent documents**
3. Choose the consent document to be deleted
4. Click on **Delete**
5. Confirm the query about whether the version should be deleted by clicking on
**Yes, I am sure**
Maintenance of Recruitment consent
-----------------------------------
To get an overview of all subjects for whom a new **Recruitment consent** is
90
91
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
1. Click on **Subjects** on the front page
2. Go to **Maintenance** (blue button)
3. Choose the fourth tab **Consent**
- You will see a list of all subjects with recruitment consents that are not
current
4. Click on **Details** next to the indication **Last updated on: XY**
- A new window will open for each subject with invalid recruitment consent
5. Go to the fourth tab **Data protection** individually
- You will see an orange field that indicates the following text: **The
subject has recently come of age. Please ask them to renew or withdraw
their consent. This message will disappear once you change the value of the
checkbox.**
6. Obtain a valid recruitment consent either by E-Mail, telephone or post
- As an intermediate step, click once on the checkbox **Recruitment
consent**. This is how you note that you are waiting for confirmation from
the subject
7. If the subject agrees or withdraws his/her consent in the current consent
document, this must be indicated