How can Convene enable better GDPR compliance at Board level?

• Hosted in the EU & UK

  Convene’s cloud services are hosted on Amazon Web Servers in Ireland and United Kingdom. Customers can request their servers to be in London, UK. Amazon Web Services are compliant with GDPR.

  We also have an on-premise solution for clients who require an extra level of security.

• Retention Schedule

  Convene comes with a built-in retention schedule, ensuring that no one has access to data for any longer than necessary.

• File Access Control

  Convene’s fine-grained access control allows meeting administrators to select which parts of a meeting pack each meeting attendee can see. Therefore private data is only seen by those who need to.

• Right of access

  To be able to comply with this right, an organisation will need to be able to find any information relating to the individual.

  At the end of each meeting, the Convene platform produces a consolidated PDF of all the meeting papers. Also, when a paper is updated on Convene, the new version replaces the old version in the meeting pack. As the papers cannot be downloaded outside of Convene, you can inform the individual that this is the sole repository of their data for a meeting.

• Right to rectification

  Convene retains the original version of the documents that were uploaded to create a meeting. So in the scenario where there is an error, it will be possible for the meeting organiser to download the original document, make the necessary correction and then add the amended paper back to the meeting.

  The meeting record will then contain the correct information.

• Right to erasure

  Convene comes with an inbuilt retention schedule. This allows access to meeting documents to be removed after a specified period ensuring that no one has access to the data for any longer than necessary.

  In a scenario where information is deemed to be irrelevant, it will be possible for the meeting organiser to download the original document, make the necessary correction and then add the amended paper back to the meeting.