Hopefully, with GDPR going live in May of 2018, you have already updated these documents accordingly. If you are unsure how to deal with information related to sending newsletters, we are providing you with an example of what you could use. Please note that this is just an example and it's best to modify this text for your particular business accordingly and that you will consult it with a lawyer.
Please see the example below:
Our newsletter is sent via an email service provider, Elastic Email Inc., Unit 107, 1208 Wharf Street, Victoria, British Columbia, V8W 3B9 Canada (“Elastic Email”) https://elasticemail.com where we keep the data provided when subscribing to the newsletter - your contact information that you’ve supplied (email address name, etc.) in order to subscribe for the newsletter. This data will be kept on the Elastic Email’s servers.
For analysis purposes, the emails may contain technology which allows us to determine if the message has been opened and which links have been clicked. We use this information for statistical analysis of our email campaigns to improve the quality of the content delivered to recipients.
Please note that this example is just the basic requirement for referencing Elastic Email as a data processor. If you are using this data in a different way, you should modify it in order to reflect what you are doing with the data of your subscribers.
We recommend you obtain legal advice on the matter of consent and your specific business practices and how they would be viewed under the GDPR. If you are using any third-party software (integrations/plugins/SMTP sending software, etc.) that transfers contact information to Elastic Email, be sure you are adequately disclosing data processing activities through these channels as well. Our forms are designed to be extremely flexible for all of our customers and it is your responsibility to ensure that you are designing your forms to be compliant with the laws that affect you.
We hope that this article will help you collect your contacts in a way that is compliant with GDPR. If you have questions related to this, don't hesitate to contact us - we are available 24/7!