As already explained in our blog, due to the DSGVO the contact persons in the IMDS have to agree to the use of their data. Problems occurred at some companies and contact persons were deactivated. Therefore the team of DXC Technology has again sent an e-mail to company administrators and contact persons stored in the system. This explains how contact persons can be (re-)activated:

Dear Sir or Madam,

You are receiving this e-mail because you are a company administrator or contact person in IMDS.

Some companies have reported problems with activating contact persons in IMDS. We would like to help you with this.

A new data protection regulation requires that each IMDS contact person and user must authorize the display of their personal data (name, phone number, email address) to other users in IMDS. To comply with this regulation, we must ask each user and contact to authorize the sharing of their personal information. Users can give authorization when they first log in and/or in Administration – Personal Settings. However, contact persons and users are separate. Since a contact person does not have to be a user, IMDS always sees contact persons and users as separate roles, and there is no connection between these two roles in IMDS. Therefore, contacts must always confirm authorization to share their personal information through an email process initiated by a company administrator. This email process is as follows:

As Company Administrator:

• Contacts are managed via the menu under Administration – Contacts.
• If a desired contact is shown as inactive, please reactivate the existing contact instead of registering a new contact for the same person. If you create a new contact for the same person, the person can be assigned to new MDSs, but all previous MDSs to which this contact was assigned will be empty and the contact will need to be reassigned.
• To reactivate a contact person, please search for your contact persons. Double click to go to the detail screen. From this screen, you can have IMDS send the contact person a confirmation email. The email will be sent to the contact’s email. Inform the contact that they must not be logged into the IMDS when they click the link in the activation email, or their session will be terminated and activation may not work. The contact must click the link in the activation email to view the activation page and then click the “Activate” link. The contact will be activated within a few minutes of clicking the Activate link.
• A company administrator can also use a generic group mailbox for a contact as long as someone can use the activation email sent to the group mailbox to complete the activation. This is a viable solution if there are no contacts willing to allow their personal information to be shared.
  When you change a contact’s email address, the owner of the email address must confirm their willingness to be an active contact.

As an IMDS contact:

• If you are new, missed initial activation, or declined, only an IMDS company administrator can invite or reactivate you as an IMDS MDS contact. When the company administrator requests that a contact become active, the contact will receive a confirmation email at the email address provided by the company administrator. This is not your user account email.
• If you are an IMDS user, please make sure you are not logged into IMDS when you click the Activate Email Confirmation link. Activation will not work if you are logged into the IMDS.
• Please read the activation email carefully as the activation process is described in the email.
• The activation link should display a separate IMDS login page. Instead of seeing the IMDS news, the contact person will see information about whether they are a contact person in IMDS. The button to activate or cancel activation is located on the right side of the screen. Only if you select the Activation option, you will be activated as a contact person.

If you have any further questions, please contact one of the IMDS Service Centers