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Get started with GDPR in SuperOffice CRM

Updated on 21 Apr 2022

To help you get your CRM data ready for the GDPR, we have prepared these how-to guides that will support you in every step of the way.

To configure your SuperOffice CRM for the GDPR, you need to take three basic steps:

  1. Preparation
  2. Configuration
  3. Allocation of access rights

You can configure SuperOffice CRM yourself if you have basic needs, or if you have had experience setting up a CRM system before. Alternatively, you can ask one of our consultants to help you do it.

1. Prepare your company for the GDPR

How the GDPR law applies to your business is the responsibility of your management. You need to have a privacy strategy in place and know what data you want to store in what system, as well as how you intend to handle this data. All of this will determine how you set up SuperOffice CRM to support your operational strategy and processes.

To help you get ready, we created a 5-step plan that will help you:

  1. Map the personal information your company saves.
  2. Determine what data you need to keep.
  3. Learn how to stay GDPR compliant.
  4. Put security measures in place.
  5. Establish procedures to handle personal data.

Here, you can read about the 5 steps you need to take to prepare your company for the GDPR.

2. Configure your database for the GDPR

Once you know what personal data you intend to store in SuperOffice CRM, as well as why and when you will store it, you can configure your SuperOffice CRM inside the Settings and maintenance module to support your policies.

To set up the GDPR functionality in your SuperOffice CRM solution, you can:

  • Change privacy lists: By default, there are two main purposes for storing and processing personal data defined in SuperOffice CRM and you can change these settings to fit what is right for your company.
  • Set up privacy settings: This includes the rules for if and when to automatically inform a person that their information has been stored in your systems by email. Or set up the system in such a way that e-marketing communications would not be sent to any CRM contacts who don’t have necessary consents registered (i.e. exclude from the mailing list).
  • Add and edit subscription types: This functionality helps you offer a person a chance to not only give consent to receive e-marketing mailings from your company, but also to define their own mailing preferences.

Each of these how-to pages contains both a how-to video and a step-by-step guide that you can use to configure your SuperOffice CRM solution to match your privacy policies.

3. Allocate access rights

Since the main goal of the GDPR is to protect people’s privacy and to keep their personal data safe, not all GDPR-related functionality in SuperOffice CRM should be accessible to everyone in your company.

You need to assign access rights to perform the following functions:

  • Manage e-marketing subscriptions: By default, it's only the contact him/herself that can update his or her subscription preferences. You are, however, able to give certain users the access right that allows them to update the e-marketing subscriptions of a contact manually.
  • Mass update contact information: This functionality allows you to add, change or remove personal details for groups of contacts, activities, sales, and projects. All in just a few clicks.
  • Mass delete contact information: This functionality allows you to delete contacts that should not (or no longer) be saved in your database as a result of your company's privacy statement.

GDPR compliance – an ongoing project

By completing the three steps: preparing your company, configuring your database, and allocating access rights to the right people, you have taken important steps towards GDPR compliance.

The journey doesn’t stop here though. Being GDPR compliant is an ongoing project and involves all the IT systems your company uses.

From now on, you’ll need to focus on maintaining the proper management of personal customer data in your SuperOffice CRM – according to your company’s privacy policies and the GDPR requirements.

 

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