Data Privacy Initiative
Category
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FunTranscript
00:00There we go.
00:07Hey, good afternoon, everybody.
00:10Hopefully you are hearing us and here in just a moment, seeing us.
00:17Would you do me a favor and just put a quick comment in the panel to let us know if you hear and or see the content?
00:30Anyone at all?
00:42Hearing or seeing us.
00:45There's a comment.
00:48Alright, Dan, Deanna, Brandon, Steve.
00:51Alright, cool. Thank you. Thank you very much.
00:55Listen, I sent an email out a little earlier to just say, for those of you who perhaps aren't necessarily focused on data privacy, if you didn't want to attend, you certainly didn't need to.
01:07I hope we still get a good number because data privacy is certainly something that is very of interest and of importance to us as a company.
01:17But specifically, we want to work through some details today on data privacy.
01:21We're going to have not only Jamie from a legal standpoint, but Jennifer from a content and an overall standpoint.
01:27I think Steve maybe even from a little bit from a technology standpoint speak to that.
01:31So for those who have joined us, no matter where you find yourselves with regard to data privacy, hopefully there will be some learnings here.
01:40And if you have questions, as always, please throw those in the panel.
01:43We don't have any questions that came in online this last week.
01:47And so if there are questions that come through the panel, we'll answer those today.
01:51And if at any point you want to ask any specific questions, please throw those out and we'll catch those and try to take care of those.
01:58We're going to start right into the information today.
02:01Normally try to do a poll, but we thought we would just get right into it and leave time for questions as they arise.
02:08So let me just kick off with something really quickly from the platform team and then we'll get into the data privacy and so forth.
02:19So those of you in the markets will be receiving in the next day or so, specifically market leadership.
02:26You'll be receiving an email from Shannon Kelly in which she'll have a link to a spreadsheet of all the users per market that we plan to set up in Salesforce.com.
02:37What we need from you is to let us know which of those users are no longer with your organization for whatever reason.
02:44So we don't set up folks who are no longer with the company.
02:47So you'll get the spreadsheet.
02:49We need you to please review that and would like to have your responses by close of business on Thursday.
02:55Assuming that the email goes out tomorrow, that gives you a full day to get that done and that will help us as we begin our setup.
03:02We are not yet ready to roll Salesforce out to the entire organization given some of the connection that we're still trying to make with Market Tron, but we do have the digital only sales team up and running on it and they are acting as the alpha team for us as we get the market set up.
03:18So again, look for an email from Shannon Kelly.
03:22We need you to indicate which are not users that we will be setting up for your market.
03:27Need that from you by close of business on Thursday.
03:30And if you have questions, please let Steve or Shannon or Kevin Gilper know and they can answer your questions.
03:37Steve, anything else you want to add along that line?
03:40No, you summarized it great, Todd.
03:43The only thing I would say is that the initial rollout of Salesforce is going to be we have 300 licenses to spread across the market.
03:52And right now there's over 600 accounts in Officio.
03:55So we need to, you know, part of the process of using this list is to figure out how many real folks we have in the organization today.
04:02And then we're going to have to prioritize on that.
04:04And so that'll be part of the process we'll work over the next couple of weeks.
04:09OK, thanks Steve.
04:11Really appreciate that.
04:12So with that in mind, we are going to continue to the meat of today's discussion, which is around data privacy and protection.
04:22We will, as I said, have some input from Jamie and from Steve.
04:27But they're the backup dancers.
04:29Let's be honest.
04:30I mean, Jennifer is absolutely the focus here.
04:33And I saw her working on her moves a little bit earlier.
04:36I'm very much looking forward to it.
04:38I do think she might have strained a muscle or torn something.
04:42So I don't know if she's going to be all that, but we'll see how that goes.
04:47So Jamie, are you going to start it?
04:49Should I put you out there first?
04:50OK, all right.
04:51So let me throw you out there.
04:52I'm going to pay for that with Jennifer.
04:54I'm pretty sure about that.
04:55So I think the torn muscles from the treadmill in our office.
04:59OK, so pretty much the whole purpose of this exercise.
05:07And I know that there are a lot of steps to it and it can seem overburdensome when you're trying to fill it out.
05:15But the whole purpose of this exercise is for us to figure out as on a 30,000 foot level what data is being collected by the markets at our local level.
05:27What we do with that data and who has access to that data, whether it be in our own company or clients or, you know, third party vendor.
05:36So that's really what we're trying to gather.
05:39And I know that a lot of a lot of people were curious because or had questions because, for example, Second Street promo suite.
05:46There are certain platforms that are used across several of our markets and theoretically all of that information should be used in the same way by the same position at your at your market or, you know, in that sense across the board.
06:02It should be the same or finding is that that's not the case, and so we need to know exactly what information is being collected in all of those platforms, which is why we asked you to separate them out.
06:17And that's why we're trying to have its own questionnaire so that we can delegate certain information to certain platforms, and then we can go across the board and see where the similarities are, where the differences are, and see maybe if we need to tweak information gathering or who has access to it on a certain, you know, in a certain market.
06:36But that's like that's farther down the line for us at this point.
06:39All we're trying to do is gather information.
06:41That is essentially what we're doing in this exercise and Jennifer.
06:48We went over a few of the sample answers that were given over the last week or so, and we determined that maybe maybe everybody didn't understand exactly what we were trying to ask for in the particular questions.
07:03And we decided that it would be important and helpful actually to provide you with examples of what we're looking for in each category of using using examples that we actually have gotten over the last week.
07:18So I'm going to let Jennifer take it away, and she's prepared a slideshow that should help us, and that's when Steve and I might bring in our backup dance moves if necessary.
07:30So thanks, Jamie.
07:31And for those of you who may not have seen this questionnaire, online questionnaire that was sent out, it was sent out to the market managers and to share with their management, their local management team to fill out, knowing full well that not one department, it would be filled up by multiple departments.
07:48It would be just one department and potentially multiple people within a department would be filling it out because at any one market there could be 10 to 20 different platforms or vendors that are being used where data collection is occurring.
08:05So this is the slide that you're seeing right now just as a screenshot of what the survey looked like that was sent down to the station level.
08:12So we asked for what are some of the types of platforms, vendors, or methods that data could be collected.
08:29So we just wanted to give you an example of some of the types that you may be inputting into this questionnaire.
08:36Each vendor platform or method will have its own form.
08:41So instead of just saying in one, filling out the questionnaire once, enlisting every single thing on this sheet, you would in fact fill out one for each of the vendors here.
08:56So again, that that's everything from simply having registration boxes at events.
09:02We wanting to know what happens with those slips after an event is done on the sales side.
09:09Todd mentioned Salesforce or Marketron or simplify or Facebook.
09:13Are you collecting or sharing data with any of those platforms?
09:19That is personalized data.
09:22If not, that's OK, but at least indicate that on an individual on the individual forms.
09:28Jamie, did I miss anything on that one?
09:30No.
09:31OK.
09:33So a good example is music research.
09:36So this is a good example of for the program directors in the programming departments that are on the phone.
09:41If you work with an outside vendor, a third party and they collect any consumer data in the process of doing music research, you need to indicate that on a separate form and then complete the form in full.
09:56So example, this is actually a screenshot of something that we received recently in a station email.
10:04It was a link to a third party vendors actual platform, but it was branded as the station.
10:10So it's probably fair for the consumer to believe that the station was collecting the information because it actually had the station all over it.
10:17So this is another good example and you may work with multiple vendors, which is great.
10:22Just give complete the form for each of those vendors.
10:27Next slide.
10:30So again, and this is a multiple.
10:33You only click it a couple times, Todd.
10:36We want to know how the information on those platforms is collected.
10:41And so you would answer again, we're collecting instead and instead of answering it in one field, putting everybody in there and click it a couple more times.
10:51You're going to do we answer once for promo suite, once for registration boxes, once for listener power as our music research or how many ever there are.
11:02In the next slide.
11:07The type of data being collected.
11:11I got to tell you the per the team that filled out for 2nd Street as our first example did a is exactly what we're looking for.
11:20It's completely thorough down to the detail of what is being collected.
11:26And for the example for fish, you officio was great too.
11:30So we just putting just we clutch listener information isn't isn't enough information for the team that's reviewing all of this.
11:39We really need to know what may on the surface appear to be minutia.
11:44It's important that we know those details when you're filling this form out.
11:48And next slide.
11:50Kind of gives you a broad overview of what personal data is, but think of it if we're collecting names, let us know if names are being collected and anything that's identifiable.
11:59A phone number, an address, a date of birth.
12:02Are you right now collecting?
12:04And I'm sure that I know the businesses offices are are.
12:07How are where are you collecting credit card information?
12:09How is that being done?
12:10Is that being stored somewhere that needs to be indicated when you fill the form out?
12:14Email addresses, social security numbers.
12:17All of this stuff is personal data, and this isn't a limited to this list, but this gives you an idea of where we're starting from.
12:25So there is not in this in this exercise.
12:29More is good.
12:30We want to know want to know more all of the types of data that's being are being collected.
12:36Next slide.
12:37So another good example of what we saw on some of the forms have already been submitted.
12:45Some one of the markets you utilize this form stack.
12:48And then for the question of what was the how long are you keeping this data?
12:55They were very detailed in saying that.
12:59Defining the two use cases for that platform or that piece of software and how the retention policy varied by use case.
13:09Promo suite was another great example from one of the markets detailing how long that data is stored before it is not either available or destroyed.
13:21Next slide.
13:24So when the question comes up on this form of what who outside of Beasley are given access to personal information and then why the question is, you know, what?
13:33Why? How and why is it being used?
13:35It's very interesting.
13:37We've had several several people in several markets answer the same question for the same platform differently.
13:44Great example with 2nd Street.
13:47We had one market say, well, we don't share our database and information with third party clients.
13:52We happen to know that, in fact, they do lead generation campaigns, which is wonderful.
13:58We're very excited for them.
13:59So when there's a lead gen campaign, you actually are providing those consumers who opted in and said, yes, I want to be contacted by that client.
14:08You are actually providing data to the third party who is the client.
14:13So it's again really important that we really understand that when we provide third parties information or we use lead gen campaigns that is considered providing data to a third party.
14:29The other thing is that if you are working with a vendor or a partner where you upload email addresses from our database to create a look and like audience or to get an idea of who your audience is, you are providing data to a third party to help you with a marketing process.
14:47That's not good or bad.
14:48It's just something that just needs to be indicated on the score.
14:53Jamie or Steve, anything to add to that one?
14:56No, I was just going to say that the second example was a great example of how to answer this question.
15:02They told us exactly when they would give the information to the third party and it was only when the contestant opted in.
15:11So that was a great and that's, you know, when you're thinking about other platforms, we want you to think that same way.
15:17When are the instances that we give it to that third party?
15:20Tell us.
15:21Next slide.
15:23And then this one was interesting too.
15:29Again, in the initial responses that we've received, we've seen things that we know were missing.
15:38We're defining who at the station actually has access on any level to consumer data or data like credit card information or with that form or that platform that you're referring to as you fill out that form.
15:58So for instance, it could be a sales assistant or a better example is we've had one team put that the marketing director is the person or the promotions director is the person who accesses the data when we just happen to know that there are promotions assistants who also access that data.
16:17They weren't included.
16:18They weren't included.
16:19So that's a really big omission for our process.
16:24As Jamie said, that 30,000 foot view of trying to get an understanding of who is interacting with data.
16:32So omitting people is not something we're looking for in here.
16:36We want literally everybody.
16:38So if there is a prize sheet and somebody handles that data other than the marketing director or the promotions director, we're going to need to know who else has access to it.
16:48More often than not, I believe your receptionists are actually looking at data at some point because they're handing out prizes and they're trying to find and pull data or collect Social Security information.
16:58So they would need to be on any of these lists at some point on each platform that they interact with.
17:05The same thing with the business manager and the same thing with the sellers.
17:08And we'll also want you to define if you have, and I'm randomly picking a number of seven people that for this one platform that access data, then let us know what level of access they have with that platform.
17:24So it could be the marketing director.
17:28The program director has all the level, all the access, 100%.
17:32They could do anything with the data at any time.
17:34Same with the marketing director, but the promotions assistants can only read the data.
17:38They can't do anything else than that.
17:40Let us know that.
17:42And then also let us know if passwords or usernames are required to access anything.
17:48Anything to add, Jamie or Steve?
17:51Yeah, I was just going to add your example for the receptionist.
17:56If the receptionist only has access to that data upon collection of it and then passes it off and never has access.
18:03To it again, you can say receptionist collects the data and then gives it to program director no longer has access to it.
18:10You know what I mean?
18:11Like put in a drawer somewhere that she can't access.
18:13You can tell us that you can say that's that's how we handle our listener information for contest when they walk in.
18:21And as Jennifer was saying, when you have user, you have like X amount of users per platform.
18:28Give us the actual names.
18:30Tell us the name of those seven people who have access.
18:33So we know that it's the program director.
18:35Does the market manager also have access or they're not one of your seven users?
18:39You know that kind of thing.
18:40We just need to know the names of the people and if it's.
18:44Never mind.
18:45I was going to say something, but I don't need to.
18:48So that's it.
18:49Alright, then we'll go to the next slide.
18:52Yeah, bro.
18:53Let me add to that real quick.
18:54Just a couple other things on that.
18:56So with let's talk about technology for a second.
18:59You know, we got a question.
19:00You know that one of the markets reaching out the zip with trying to understand exactly what they're collecting on someone.
19:07If you what I would love to see everyone do is say they're using zip with and from their point of view.
19:14Here's the data we we use.
19:16I don't.
19:17You don't have to reach directly out to the vendor and ask what they're doing on the back end.
19:21I'm going to go ahead and take care of that for everyone.
19:23But letting us know that you use it with or you use what was that other one form stack.
19:30I mean this person I've ever even seen that as a technology in our company.
19:34Those kind of things are great to surface so that we can review them for for all the things that we're talking about here.
19:40So the answer I don't know is acceptable in this process.
19:45Just you know if you don't know how many people have access to that platform.
19:50Give us your best guess and we'll go out and help you audit it too.
19:53So do the best you can specifically from your business process point of view.
19:59And then you're on the deep technology side.
20:02I'll take care of that for you as long as I know what platforms you're actually using.
20:07So that that's really the biggest help there.
20:09I just want to follow that up with one with one point.
20:13The best you can is not the same person.
20:16And this is what Jennifer was trying to explain at the beginning.
20:20The person who fills it out for promo suite is probably not the same person that's going to fill it out for another vendor.
20:26That's when we're seeing only one person filling out this form or this questionnaire per market.
20:32We know it's probably missing information or the right person is not filling it out.
20:37So that's kind of where we wanted.
20:39We wanted it to be more comprehensive and have the right people filling out for each vendor.
20:44You could be a sales assistant and be the person that knows this platform better than anybody else in the market.
20:50Then you're the person that should be filling this format this questionnaire out for that platform.
20:54So we just wanted to make that clear that it's not one individual for all of these.
20:58We want the right person per platform.
21:01Great point, Jamie.
21:03And then I think we are on to next steps.
21:06And we'll obviously that's the net.
21:09We'll take questions and answer them the best we can.
21:12But basically, as Jamie just said, really review all of the people that we work with that help us either collect data, collect data on our behalf.
21:21So that we can be a better business and serve our clients and our listeners better, our audiences better.
21:28Make sure that you collected all of that information.
21:33Fill out a questionnaire for each of those methods, each of the platforms, each of the vendors that are collecting or somehow associated with data collection and retention for every department at the local level.
21:47And I guess Jamie's already said, make sure that you're covering off everybody that has access.
21:54And if you have questions, please make sure to reach out and ask.
22:00As Steve said, he's going to take care of a lot of the deep dive technology part of it.
22:04Jamie and I are here to help with questions.
22:08Erica, you can reach out to Erica if there's platforms you have questions about there.
22:13And that's about it, I think, unless guys, if you have anything else.
22:17One more point.
22:18Sure.
22:19The.
22:20So if you guys have actually filled out the questionnaire and after this question and answer session,
22:27explanatory session, you believe that what you filled out was not wholly accurate.
22:33And and honestly, given the responses that we got, I would say at least 80% probably weren't as comprehensive as we were hoping to receive.
22:43So if that you feel like that's you, we would we would just ask that you either shoot Jennifer myself an email and say, hey, I'm going to fill this out again.
22:50You know, be on the lookout so that maybe we can delete your first one or whatever.
22:54We would rather you just go ahead and start over and redo it.
22:58Then us have to kind of guess as to whether or not your answers are accurate.
23:04That's it.
23:05And Jennifer, we had one question that was asking about can we send the slides out after the call?
23:13So what we'll do is we we will post both the slides and the video of the presentation on Beasley Academy.
23:21They'll be live probably within a couple hours for everyone to consume.
23:26So if you just go to a beasley or academy.beasley.com, you'll be able to find them there.
23:31Oh, William Waterman.
23:33Oh, sorry.
23:34I didn't mean to say your name.
23:35Sorry.
23:36Somebody asked a question about social accounts where we don't really have access to consumer data.
23:42Do we need to include them?
23:43If you're not collecting consumer data, then that's not really what we're concerned about.
23:48We're mostly concerned about the collection of personal data and what we're doing with it.
23:54So we do want to know if you are uploading our of your uploading consumer data into a platform, though.
24:02So if you are creating lookalike audiences within a social platform or a third party platform, utilizing our own utilizing our databases, then we do need to know that.
24:14Yeah, because that would be an example of one of those where you're giving our consumer data or personal information to a third party vendor.
24:21So that would be a flat. That would be a perfect example of one of those that you'd need to enter yet.
24:33OK, anything else we need to discuss?
24:35I think, Todd, my brain's just catching up with my mouth. Academy is academy.bbgi.com.
24:45If I said academy.beasley.com, that is incorrect. Academy.bbgi.com.
24:50Okay, Jennifer, anything else from you?
24:54No, thank you.
24:56Jamie, how about you?
24:58I'm good. Thank you.
25:00Thanks for allowing us to invade your digital FYI today so we can get this started.
25:07No problem. To everybody out there, if you have questions, we've got the team here.
25:12So are there any other questions that we should be addressing around data privacy, data protection,
25:19where Jennifer gets her workout clothes for her treadmill, anything at all?
25:26Are there any questions that we can answer?
25:29Today was a different FYI than normal, but we felt like it was very, very important given the high importance of data privacy and protection.
25:37So if you've got questions, throw them in the panel there.
25:41And Todd, just to remind everybody, this is due on Friday, by the end of day.
25:48So we'd really like to have all of those responses so that we can start reviewing them and figuring out where we can go with that information that you guys have all provided to us.
25:58Okay. Jamie will hunt you down if you do not have it submitted by Friday.
26:02Yeah, there are several markets that haven't done it yet. So, yeah.
26:07Yeah, you do not want the attorney mad at you. Trust me.
26:13Okay. Going once, going twice. Any last questions?
26:19All right. Thanks. So it's academy.bbgi.com, as Steve said.
26:22I don't know what's at academy.beasley.com, but you might want to go find that out.
26:26And other than that, we'll talk to you all next week. Everybody have a great day.
26:32Thank you all.
26:33Thanks.
26:34Bye bye.
26:37Bye bye.