Data Protection Settings

Data Protection Settings

Enable Data Protection

  1. Select the Admin tab at the top of the page. 
  2. Select Data Protection from the left panel. 
  3. Enable Data Protection.
  4. Select the fields that will store the personal data of your counterparty contacts by checking them in the Personal Data Fields section. 

          













Once the data protection setting is enabled, users will be able to manage data subject requests such as to stop processing a counterparty's contact information or to anonymize the contact's personally identifiable information upon deletion. 

Note: 

    1. The fields that you select under the Personal Data Fields section will be considered as containing personally identifiable information by Zoho Contracts. By default, the Full Name field is set as a personal data field. 
    2. Only the values in the personal data fields will be anonymized when you anonymize and delete a contact. 


Restrict Export of Counterparties and their Contacts

  1. Select the Admin tab at the top of the page. 
  2. Select Data Protection from the left panel. 
  3. Enable Restrict non-admins from exporting the Counterparties and their Contact details in the Personal Data Handling section.


Non-admin users cannot download the contacts of a counterparty or an individual counterparty's details. 

Note: You can only restrict non-admins from exporting counterparties and their contacts if the Data Protection setting is enabled. 

Stop Data Processing of Counterparty Contact

  1. Select the Counterparties tab at the top of the page. 
  2. Click to open the counterparty which contains the contact you want to stop data processing for. 
  3. Select the Contacts tab in the counterparty details panel on the right. 
  4. Click More  on the contact card you want to stop processing data for, then choose Stop Processing Data. 


Note:

    1. The contact will be removed from the list of negotiators from contracts in which they are one of the negotiators.
    2. The contact will not have access to any contracts pending negotiation.
    3. If the contact is the counterparty's primary contact in a contract and the contract is in the In Negotiation - Review Pending stage, the negotiation will be automatically recalled. 
    4. The contact will be removed from the list of signers from contracts in which they are one of the signers, and the signature will be recalled for contracts in the Signature Pending stage. 
    5. If the contact is the counterparty's primary contact in a contract, the contact will be removed from the Summary tab in the contract details panel.
    6. The contact will not receive any further communication from Zoho Contracts. 
    7. The contacts for which data processing has been stopped will be marked with a stop symbol  on their contact card in the counterparty details panel.

 


Resume Data Processing of Counterparty Contact


  1. Select the Counterparties tab at the top of the page. 
  2. Click to open the counterparty which contains the contact you want to stop data processing for. 
  3. Select the Contacts tab in the counterparty details panel on the right. 
  4. Click More  on the contact card you want to resume processing data for, then choose Resume Processing Data. 


Anonymize and Delete Contacts

  1. Select the Counterparties tab at the top of the page. 
  2. Click to open the counterparty which contains the contact you want to stop data processing for. 
  3. Select the Contacts tab in the counterparty details panel on the right. 
  4. Click More  on the contact card that you want to delete, then choose Delete.
  5. Check the Anonymize the contact's data checkbox in the delete confirmation pop-up, then click Anonymize and Delete. 


Note:

  1. The personally identifiable information of the deleted contact will be anonymized, and the contact will be displayed as Anonymized user <n> wherever it is shown: such as the Activity, Negotiation, and Signature tabs in the contract details panel, any notifications, User Activity section, and the Reports module. n represents an ordinal number, which will be assigned to each anonymized contact in the order they are anonymized. 
  1. The contact will be removed from the list of negotiators from contracts in which they are one of the negotiators.
  2. The contact will not have access to any contracts pending negotiation.
  3. If the contact is the counterparty's primary contact in a contract and the contract is in the In Negotiation - Review Pending stage, the negotiation will be automatically recalled. 
  4. The contact will be removed from the list of signers from contracts in which they are one of the signers, and the signature will be recalled for contracts in the Signature Pending stage.
  5. If the contact is the counterparty's primary contact in a contract, the contact will be removed from the Summary tab in the contract details panel.

    Disable Data Protection

  1. Select the Admin tab at the top of the page. 
  2. Select Data Protection from the left panel. 
  3. Disable Data Protection.


Once the data protection setting is disabled, users will no longer be able to manage data subject requests. 


Note: Any counterparty contacts which you stopped data processing for will remain stopped. You can resume data processing for these contacts at any time.