1. Why is consent required?
When a customer has both Cyber Coach and Protect, Smart Simulation can generate ultra-realistic simulations by analyzing the emails users receive through Protect. These simulation levels involve the processing of personal data specific to each user.
That is why, in this scenario, each user’s consent is required before they can receive Smart Simulation campaigns.
ℹ️ This consent requirement applies only to customers who have both Cyber Coach and Protect, regardless of the licenses assigned to users. Customers who have only Cyber Coach are not affected.
2. How to Obtain Consent?
2.1 The manager enters consent on behalf of their employees
⚠️ Consent must have actually been collected before it is recorded. Consent entered without having been requested is not valid. Related safeguard: Each employee automatically receives an email informing them that their consent has been entered by their manager, allowing them to report any errors.
After informing the employee about how Smart Simulation works and obtaining the employee’s consent to activate this option, the manager can record their consent in two ways:
Individually, from each user's profile:
From the Cockpit, go to Users, then User List. Edit the desired user to access their profile and manage their consent status.
In bulk, from the consent tracking page:
From your Dashboard, go to Smart Simulation to view the consent status of all employees and update the consent for multiple users in a single operation.
2.2 The user enters their own consent
The user can also indicate their own consent directly from their profile page.
3. Email Confirmation
Once consent is confirmed, the user receives a confirmation email:
If the user gave consent themselves: they receive a personal confirmation email.
If their manager confirmed consent on their behalf: the user receives an email informing them that their manager has obtained their consent.
4. Sending the First Campaigns
After Smart Simulation is activated, the first campaign is sent the month following activation. This delay is necessary for the system to generate simulations tailored to each user.
As long as the user’s consent has not been provided, the campaigns sent are not based on the processing of personal data. Once consent is provided, the first personalized campaign is sent the month following the submission of consent. This delay is necessary for the system to generate personalized simulations tailored to each user.
5. If the user does not give consent or withdraws consent
If the user does not give consent or withdraws consent, they can still use Smart Simulation to receive campaigns tailored to their situation but not personalized based on the emails they typically receive.
6. How to withdraw consent?
The manager can withdraw consent on behalf of the user:
Individually, from each user’s profile: The manager accesses the user’s profile and withdraws consent individually.
In bulk, from the consent tracking page: The manager can view the consent status of all their employees and withdraw consent for multiple users in a single operation.
Users can withdraw their own consent directly from their profile page.