consent-management.rst

.. _consent-document:

Upload a consent document
=========================

Upload a new document
-----------------------

1.  Click on **Admin** on the front page
2.  Go to **Consent documents**
3.  Click on **Add Consent Document** (oval with grey background)
4.  Choose the file you want to upload
5.  Click on one of the saving options

Now whenever consent is added to a subject, it implicitly refers to this new
version.

Deal with the old document
--------------------------

If there have been significant changes to the document, the old version may no
longer be a sufficient legal basis to keep subjects in the database. In that
case there is a two step process:

1.  Mark the old consent document as **deprecated**. The document is still
    considered valid but subjects who have agreed to this document will show up
    in the consent maintenance view (see below)
2.  Mark the old consent document as **invalid**. Now all consents related to
    this document are void. Subjects who have not been updated to the new
    document are no longer available for recruitment and will potentially show
    up in the data protection dashboard

The legal basis for each subject can be found in the subject detail view.

.. _subject-consent:

Set Recruitment Consent for a Subject
=====================================

1.  In subject management > subject details, go to the **Data protection** tab

2.  Click on the checkbox **Recruitment consent**. It will not be checked
    immediately. Instead it indicates that you are waiting for confirmation
    from the subject

3.  If the subject agrees, click on **Confirm**

4.  If the subject rejects the request, clear the checkbox

.. _subject-consent-maintenance:

Maintain Recruitment Consents
=============================

To get an overview of all subjects for whom a new **Recruitment consent** is
required, proceed as follows:

1.  Click on **Subjects** on the front page

2.  Go to **Maintenance**

3.  Choose the **Consent** tab. You will see a list of all subjects with
    outdated recruitment consents

4.  Click on **Details** of a listed subject (opens in new browser tab)

Refer to :ref:`subject-consent` once you have found a subject for which you
want to set consent.