Zoho FSM | Handling Personal Data

Handling Personal Data

GDPR defines PII (Personally Identifiable Information) as any information relating to an identified or identifiable natural person (‘data subject’). Examples of PII include date of birth, email, and license plate number. In FSM, you can designate fields as those having PII. Since PII data needs to be handled with care, you can regulate how the data in these fields are handled.

Mark Fields as PII

To mark a field as PII in FSM:
  1. Navigate to Setup > Customization > Module and Fields.
    Only users with the Administrator profile will have this option.
  2. Click the module whose fields you want to mark as PII.
  3. For the field you want to mark as PII, select the Contains personal data (PII) checkbox.
  4. Save the changes.


All the fields thus designated as PII will be listed at Setup > Data Administration > PII Fields. Select the module whose PII fields you want to view. By default, some fields (e.g. Contact Last Name, Email) will be designated as PII.


Using PII 

While dealing with PII fields, you can apply some restrictions on how the data in these fields are handled. You can apply these restrictions while exporting data and using FSM APIs.

Data Export 

You can opt whether to include PII data while exporting data from modules.


Reports

You can opt whether to include PII data while exporting, or emailing reports.

Usage in APIs

You can control whether the data in PII fields can be accessed through FSM APIs or not.