Data Privacy - GDPR | Online Help - Zoho CRM

Data Privacy

A record's details are available in two sections - Info and Timeline. When you switch on GDPR Compliance in your Zoho CRM account, you will be able to view another section, namely Data Privacy. This section has the following details:

  1. Data Source
  2. Personal Fields
  3. Data Processing Bases

View Data Source

Data Subject information can be pushed into Zoho CRM from multiple sources such as the web-forms, by importing, APIs and third-party integrations. Data Source displays the information about how the record was Created and when it was Last Updated. Along with these information, additional details will also be available as listed in the table below.

Source (Feature)Data TrackingLast Updated DetailsSource (Feature)Data TrackingLast Updated Details
Zoho Finance SuitePortal Name-Google Calendar SyncCalendar, Account Id or Email-
Zoho DeskPortal name, DepartmentPortal name, DepartmentOffice 365 Calendar SyncAccount Id or Email-
Zoho SurveySurvey Name, DepartmentSurvey Name, DepartmentAPIService NameService Name
Zoho Projects Tasks/NotesPortal name, Project Name-Custom FunctionsService nameService name
Zoho CalendarFolder name, Account Id or Email-SocialNetwork Name, created_type-
BCC dropboxFrom AddressNot displayedMS OutlookService name-
Mail ParserFrom Address, Parser NameNot displayedZoho SalesIQPortal name, Screen namePortal name, Screen name
Email WorkflowWorkflow Name, Workflow Id.Not displayedWeb FormsWebsite (like, IP Address, Form Name (like oppo)Not displayed
ImportFile NameFile NameCampaignCampaign nameCampaign name
Migration - User's old system (say Salesforce, Pipedrive, etc)File name, Account Id., IP AddressNot displayedWorkflowService name (workflow)-
Google ContactContact folder, Account Id. or EmailContact folder, Account Id. or EmailGoogle AdsWebsite (like, IP Address, Form Name (like oppo)Not displayed
Office 365 ContactAccount Id. or EmailAccount Id. or Email---

To view data source

  1. Click open the data subjects record in your CRM account.
    The record could be in the Leads, Contacts, Vendors or any other custom module for which GDPR Compliance is enabled.
  2. Click Data Privacy.
    Under the Data Source section, the details of how the record was created and how it was last updated is displayed.

View Personal Fields

The Data Privacy section for a record also contains details about the personal fields. It lists the number of fields that are marked as Sensitive and the ones as Normal.

To view personal fields

  1. Click open the data subjects record in your CRM account.
    The record could be in the Leads, Contacts, Vendors or any other custom module for which GDPR Compliance is enabled.
  2. Click Data Privacy.
    Under the Personal Data section, the number of Sensitive and Normal fields details are available.
  3. Hover your cursor on the number to view the fields with the values for the selected record.

Manage Data Processing Bases

The core principles of GDPR revolves around the lawful collection and processing of customer data. By default, all the records in the Leads, Contacts, and Vendors modules will have the Data Processing Basis set to Not Applicable when you enable GDPR from Setup > Security Control Compliance Settings. Once this is enabled, each record will have a Data Privacy section with the data processing basis details. You can change this based on your discretion and business cases.

To manage personal fields from the Modules page

  1. Click open the data subjects record in your CRM account.
    The record could be in the Leads, Contacts, Vendors or any other custom module for which GDPR Compliance is enabled.
  2. Click Data Privacy.
  3. Toggle on the Data Processing Basis section option.
  4. Select the appropriate lawful basis from the drop-down list.
  5. In the popup, enter the remarks as required and click Save.

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