GDPR Compliance - Online Help | Zoho Campaigns

GDPR Settings

This feature will not be available for accounts created after September 22, 2021. You can enable GDPR settings in Settings->Compliance settings. These changes happened owing to the recent Topics update.  
When you have enabled GDPR compliant email marketing, you can view the settings you have configured in the GDPR Settings subtab under Manage Consent.

Contact Data Erasure

GDPR compliance is a must for companies that store and process personal information of  EU citizens. When contacts in EU want to unsubscribe from an organization, it is mandatory that they should be asked if they want their profile to be deleted from the organization or not. For contacts who are not from EU, it is the users choice to provide the option for profile deletion.

Users can do this by handling the switch they have in the Data Retention Settings section. If the switch is enabled, the option for profile deletion will be included in the email and if the switch is disabled, profile deletion option will not be included.

The user can set the period for which the data of the contact who has raised the request, can be retained. This period is called as the Data Retention Period. The maximum number of days you can retain contacts' data is 30 days.

You can change the data retention period by following the steps:
  1. From the Navigation Toolbar select Manage Topics.
  2. Click GDPR Settings subtab and click the Edit button in the top right corner of the Data Retention Settings section.
  3. You can change the data retention period by changing the number of days in the number field.

Purpose of sending Email

If you mentioned a single purpose for all your mailing lists, you'll see that purpose and its configuration in the subtab. You can edit its configuration by following these steps:
  1. Select Contacts from the navigation toolbar and choose Manage Topics.
  2. Click the GDPR Settings subtab, then click the Edit button in the top-right corner of the purpose section.
  3. From here, you can edit the name of the purpose, the data processing basis, and the description.

If you have mentioned single purpose and you want to change to multiple purposes, or vice-versa, follow these steps:
  1. From the Navigation Toolbar select Manage Topics.
  2. Click GDPR Settings subtab and click the Change button in the purpose section.
  3. Switch from single to multiple purposes or vice-versa.

It is mandatory to categorize your mailing lists by defining the purpose for which you send emails to them. If you haven't categorized your mailing lists by mentioning your purpose, you can do so by following these steps:
  1. Select Contacts from the Navigation Toolbar, then click Manage Topics.
  2. Select the GDPR Settings subtab to view your configuration.
  3. You can mention an existing purpose or add a new purpose for your mailing list in the subtab.
    1. Click the Edit icon corresponding to the purpose to which you want to add the mailing list.
    2. Select the mailing lists that you wish to add.
    3. Click the Save button.
  4. To add mailing lists to a new purpose:
    1. Click the Add New Purpose button.

    2. Enter the details of the purpose.
    3. Select the mailing lists you wish to add.
    4. Click the Save button.
Under GDPR compliant email marketing, if you have specified multiple purposes for sending emails to your mailing lists, it is mandatory to categorize all your mailing lists. You will not be able to send campaigns to uncategorized mailing lists. Only a user who is an administrator, will have the privilege to categorize mailing lists.

Data Erasure Queue

A queue will be maintained for the contacts who have opted to delete their profile from an organization. This queue is called as Data Erasure Queue. You can immediately delete the data of the contacts from this queue without having to wait for the retention period to get over. You can see the data erasure queue only when you have enabled Data Retention in GDPR compliant Email Marketing. You can delete the contact by following the steps:
  1. From the Navigation Toolbar, select Contacts and click Manage Topics.
  2. Select Data Erasure Queue subtab to view the list of contacts who have opted to delete their profile.
  3. Select the contact whose profile you want to delete.
  4. Click Delete Now button to delete the profile immediately.

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