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Checking the Consent Documents
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There are three options that justify a **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 GDPR and Art. 1626, 1902
BGB)
Castellum is mainly intended for the management of recruitment consents. Study
consents must be obtained separately from the respective study conducters.
1. Log in to Castellum by using your username and password
- Make sure you are connected to the WiFi and use your right username and
password
3. Scroll all the way down and press **Consent documents**
- You will see a list of all consent documents that have been created
- Additional information that will be shown to you: date of creation and
whether the consent document is valid or not
Updating the Consent Documents
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It is possible for a consent document to become invalid because of
- a change in the legislation
- a present date on which the validity expires
- ...
A) There are two options you may implement when a consent document becomes invalid
To see the options, go to **Admin** on the front page > **Consent documents**
in the last section > click on the date the consent document you want to change
the status for has been created
1. The consent form can be marked as **Is deprecated** and **Is valid**
- This can be considered as an intermediate step between the validity and
invalidity of a consent document
- The subjects may remain in the database and may be recruited but a new consent
document should be obtained soon
2. If you uncheck the box saying **Is valid** but leave the check in the box saying
**Is deprecated**, the consent document is marked as invalid
- If the invalidity of the consent is saved, there is no longer any consent
for the recruitment of a subject in the database
This does not apply when the **Legal basis for data processing** is a **Study
consent** or **Guardianship**.
You can see the legal basis for data processing for each subject individually by
following the if you select a person and go to the tab
B) If you wish to upload a consent document that is currently valid, proceed as
- Click on **ADD CONSENT DOCUMENT** on the upper right
-
Updating the Status of a Consent Document
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Maintenance of Recruitment Consents
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In order to get an overview of all subjects for whom a new recruiting consent is
required, proceed as follows:
1. Click on **Subjects** on the front page
2. Go to **Maintenance**
3. Click on the fourth tab **Consent**
- You can see which **subjects have an outdated consent** in a list
4. Click on **Details** next to **Last updated on: XY**
- A new window will be open for each subject
5. Go to **Data protection** (fourth tab)
- If you see an orange description field that says **The current consent refers
to an outdated document and will soon expire, thus rendering the recruitment
consent invalid. Please contact this subject and ask them to consent to the
latest document or withdraw their consent. This message will disappear once
you change the value of the checkbox.**, proceed with steps 6-XY
6. Obtain valid consent for recruitment either online, by telephone or postal
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