Settings and requirements for AVV contracts

A data processing agreement (DPA) is a key requirement of the GDPR: If personal data is processed by a service provider on behalf of and in accordance with instructions, it is necessary to conclude a general contract of carriage.

Checklist – Requirements

In order to use AVV Versand, you should check the following points in advance, which we have listed for you as a checklist:

Versions

Do you have at least these versions of the following programs installed?

c-entron.NET Version: 2.0.1805.12
c-entron WebService Version: 2.0.1805.12
Service Board Online Version: 1.0.1805.3

(NOTE: You can see which versions you are using in the upper section of c-entron.NET. The WebService version used is also displayed here. In Service-Board Online, this can be found in the login window.)

Web service

Is it possible to send messages via SMTP from the server on which WebService is installed?

Settings

Are the settings for sending via SMTP (under Global Settings – Administration – Mail/Calendar – General – SMTP Settings) configured correctly?

Has a collective address been defined for receiving returned AV contracts?

Settings for AVV templates

General tab:

The settings for AV contracts can be found in c-entron.NET under Global Settings -> Mail/Calendar -> Documents -> Order Processing Contract.

First, enter a c-entron user in the General tab with which the contracts will be stored in the c-entron database.
In the next step, select the department for the persons authorized to issue instructions in your customer base.
Enter your Service Board Online URL under the Service Board Online Link item.

Rider Service Board Online Explanation:

In the Service Board Online Explanation tab, you can enter text that will be displayed to your customers in Service Board Online before the signature field

Tab AVV templates:

In the AVV Templates tab, you can store Word templates for AV contracts. It is also possible to store an email template here.

NOTE: A sample agreement for order processing can be found, for example, on the homepage of the BfDI (Federal Commissioner for Data Protection and Freedom of Information) at: https://www.bfdi.bund.de/SharedDocs/Downloads/DE/Muster/Muster_Auftragsverarbeitung.pdf?__blob=publicationFile&v=6

Note: To ensure that the variable @@Signature@@ is filled in correctly after signing, a text field must be inserted in the Word template (which must be located behind the text. You must then enter the variable in this text field (see screenshot)).

The text field will later serve as the field size for the signature.

Accepted AV contract tab, Accepted AV contract tab (contract creator), and Rejected AV contract tab