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Community PII Data Settings

Author: Mark Rickard Updated

Personally Identifiable Information (PII) is...

  • Any data that could identify a specific individual.
  • Any information that can be used to distinguish one person from another.
  • Information that can be used for de-anonymizing anonymous data.

Fuel Cycle can collect and securely house any PII our clients wish to capture on their members. The only PII Fuel Cycle must collect is the email address and IP address upon account creation. Any other PII collection is optional. If our clients wish to collect additional PII from their members, we follow two processes for the fields.

First, if the following PII fields are collected from the member during account creation, they are automatically flagged as PII by default.

Automatically Flagged PII Fields

  • First Name
  • Last Name
  • Email
  • IP Address
  • Mailing Address
  • Gender
  • Date of Birth
  • Telephone number

Second, if any additional PII fields are collected from the member during their membership, it will only be shown in ongoing data should the client request this. If it is elected to be shown in data ongoing, “created as a P2 field”, it will be flagged as PII when this field is created. Fuel Cycle has highlighted the review of these fields as a section in our implementation process. Fuel Cycle will review all fields the client plans to collect in the member onboarding process and ensure these fields are flagged as PII in our platform. 

Once a field is flagged as PII in the Fuel Cycle platform, it will not flow into any third-party tools integrated with Fuel Cycle by default. Fields flagged as PII will also be on the list of fields that cannot be exposed to certain accounts based on their PII settings, whether via exports or viewing member profiles directly in our user interface.

When establishing access for clients, Fuel Cycle can adjust moderator and client access to members' PII. 3 types of PII access settings can be applied:

  • All Access
  • Partial Access
  • No Access

For clients with strict PII compliance needs, all accounts created will have the “No Access” to PII setting enabled. This means they cannot view or download any of the PII fields automatically or manually flagged in the Fuel Cycle platform. Fuel Cycle’s employees working with this client’s data will also have the “No Access” PII setting enabled for their accounts to prevent any accidental sharing of PII with the client.

Moderator User Permissions Summary

You can manually adjust moderator and client access to members' PII. 

A super moderator account is required to change PII access. 

  1. As a super moderator, click the Settings settings_16dp_5449CE.png icon in the top-right corner.
  2. Select Fuel Cycle Users. 
  3. Click on a moderator or client username to edit their access.

  4. Scroll down to the Communities section. 

    This setting is unique for each community that a client or moderator can access.

Below is an explanation for each type of access:

  • All Access—This user role will continue to see PII data as they do today. This is the default setting for all moderators and clients for most communities.
  • Partial Access—Lightly PII compliant. Email is obscured, but not other sensitive PII fields
  • No Access—No PII displayed to the user.

When you generate an export, moderators or clients with Partial Access or No Access will only be able to download the Masked version. The masked export will override all of the PII data in exports with PII Value. That includes the personal information automatically flagged as outlined above, and any profile points manually marked as PII.

From the member community, moderators and clients with Partial Access or No Access will not see any PII-related information when viewing a member's public profile.

PII in Profile Point Creation (P2 Engine)

  • Exports—When a Profile Point is flagged as PII, for any user that does not have PII access, the profile point will have a dash in the export (meaning, the data will not display to the user because they don’t have permission to view PII).
    Flag_as_PII.jpg
  • Push to External Source—When a Profile Point is flagged as PII, it will not be pushed to an external source, such as Qualtrics or Alchemer.

IMPORTANT EXCEPTION: There is a master setting per community that would override push to external source. This is something that would be determined when onboarding the community. There is a setting that “Enables pushing PII fields to external sources.” When this is enabled at the community-level, it will override the individual profile point setting and all profile points will push to Qualtrics/Alchemer, even if they have “Flag as PII” enabled

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