Introducing a simpler, easier way to host GDPR-compliant events

Introducing a simpler, easier way to host GDPR-compliant events



These days, data privacy and data protection are an important concern worldwide. People are more aware and cautious with the information they share with organizations, especially over the internet. This, in turn, has led to stricter data protection laws, one of the most famous being the EU's General Data Protection Regulation (GDPR), which came into force on May 25, 2018. It changed the way businesses handled data by giving individuals more control over how their personal information can be used.
 
Today, it's compulsory for all industries, including the event industry, to comply with these rules. Events collect and process a considerable amount of personal information from attendees, speakers, and other participants during registration, through surveys, and more. At Backstage, we want to make the job of handling data privacy concerns from event participants a little easier for you. In this first phase, we've focused on two of the main rights that GDPR gives individuals – the right to access and the right to erasure.
 
Now event participants can request a copy of their data or ask you to delete their data right from the event microsite. And you can respond to their requests in just a click or two. No more going back and forth through emails or worrying if you've missed part of the data. Not only that, you can also get their consent to send promotional emails related to your events. All of this is handled on a portal level, so when you give them a copy of the data or delete it, it will be carried out across all your events.

Handling data privacy in Backstage


You can set your data privacy preferences in the Settings tab of the Data Privacy tab. Use the toggle to the right of any option to enable or disable it in your event microsites. It's not compulsory that you enable everything, however, we recommend that you do so. It'll not only make the job of handling these requests easy for you but also show people that you genuinely care about their data.



Let's take a look at how these three options work.

Right to access information

This option allows event participants to request access to their data from the microsite. Their request will appear in the Requests tab of the Data Privacy tab. You can approve their request and send a downloadable file with all their personal information to their registered email address. If for some reason you can't satisfy their request, you can send them an email with your reason for denying it.

Right to delete information

This option allows event participants to request their data to be completely erased from your organization. For data deletion requests, the data will be first anonymized for 30 days, starting from the date you approve it. After this period, all data will be deleted completely from Backstage. Also, if you don't answer the request within 30 days, it will be automatically approved for deletion. Like with the data access request, you can deny this request too. The reason you give will be sent to their registered email address.

Get consent

You'll be sending quite a few emails in the days preceding and following your event. They may be promotional emails, reminders, or news regarding your event. In these cases, it's always better to get permission from participants and prospects. When you enable this option, they will be able to turn off all non-transaction-related emails from your organization.
 
Event participants and prospects can access these options in the Profile Settings tab of event microsites. One more thing—the requests apply only to the data collected or processed in Backstage. So if you've got their data offline or in other tools, it has to be handled separately. Once you approve their requests in Backstage, please ensure that you also take care of their data that you've stored in other places.
 
Give these options a try and handle data privacy at your events in a more efficient way. Let us know what you think in the comments below. Do subscribe to our forum to be updated with the latest Backstage news. If you have any feedback or questions, please write to us at support@zohobackstage.com.

Happy organizing!


    • Sticky Posts

    • Important notice: Changes in sender domains

      Hello Backstage users, This is a heads-up about a major change with sender domains in Zoho Backstage. In response to Google's new guidelines for email senders, Backstage won't be able to send emails with the sender domain "gmail.com" or "googlemail.com".

    • Announcing Backstage OnAir, our in-house virtual events solution

      These past months have seen a huge rise in the number of virtual events with some of the biggest events of the year going online. Though there's little possibility for virtual events to completely replace in-person ones, COVID-19 has shown how flexible

    • Introducing the mobile app for event organizers

      It doesn't matter if you're planning your first trade show or an annual executive retreat—organizing an event requires your undivided attention. This is especially true on event day, when things can quickly get out of hand. So how can you stay on top of everything happening at your event? Introducing the Zoho Backstage for Event Organizers mobile app, for Android and iOS—designed to improve and simplify your event management. Getting things started on time, checking in attendees on event day, following

    • Announcing Zoho Backstage: Your complete event management software

      With just a few months till the event, you're still racking your brain. Did you advertise to the right audience? Is your event website design appealing? How will you keep attendees engaged and interested during sessions? It doesn't matter if you're organizing

      • Recent Topics

      • Closing off tasks automatically based on project status

        Is there a way to close off all open tasks when a project is set as Cancelled?

      • [Free webinar] Understanding connections and datasources in Zoho Creator - Creator Tech Connect

        Hello everyone, We’re excited to invite you to another edition of the Creator Tech Connect webinar. About Creator Tech Connect The Creator Tech Connect series is a free monthly webinar featuring in-depth technical sessions designed for developers, administrators,

      • Bridge the Gap Between your Service and Finance Teams

        In field service, the most expensive distance isn’t the drive to a customer’s home—it’s the gap between a finished job and a paid invoice. Zoho FSM leverages the power of Zoho Invoice to handle and manage billing operations. It enables you to: Instantly

      • Direct URL to "View Record"

        I would like to create a button (Deluge Script) to jump to the "view record" without passing by the record menu, but I can not aford to find the right url. I don't want the "view record" as a single page. I want the "view record" in the application like the picture below: Thanks in advance for your help

      • Live Chat for user

        Hi everyone, I’m new to Zoho Creator and wanted to ask if it’s possible to add a live chat option for all logged-in portal users so they can chat internally. I’m trying to create a customer portal similar to a service desk, but for vehicle breakdowns,

      • SalesIQ Chat Owner to CRM Lead Owner Mapping

        There is no proper mapping between the SalesIQ chat owner and the CRM lead owner. When a chat is assigned to an agent, the lead created in CRM is often assigned to a different user, forcing admins to manually change ownership every time. This creates

      • Product line search in quotes

        Is there a way to change the search setting when you add a product line to a quote. We have created a field in products called 'Part Number' and I would like when I'm adding a product line to the quote that I can search on that field. At the moment it only searches on product description. In products I can search on the 'Part Number' field Any help welcome.

      • Storage Limits

        Hello, What is the storage limitations for each user on professional edition?  Thanks, Mekki

      • Zoho Recruit Community Meetup - London 🇬🇧

        Hello Recruiters! We’re excited to announce that the Zoho Recruit team is coming to the UK for an in-person Zoho User Group (ZUG) Meetup in London! This is your chance to connect with fellow Zoho users, learn from experts, and walk away with actionable

      • Power Pivot and Data Modeling functionality in Zoho Sheet

        When will MS Excel functionalities like Power Pivot and Data Modeling functionalities be available in Zoho Sheet?

      • Global Search placement in the new UI

        Having a hard time with the global search placement in the UI redesign. Surely I can't be the only one. Previously global search placement was perfect. A bar at the top/center of the page. Exactly where you would expect it to be. Since the new UI has

      • What's New - January 2026 | Zoho Backstage

        Welcome to 2026! If you thought last year was big, buckle up. We’re stepping into this year with a singular focus: unimaginable growth, elite scalability, and performance benchmarks that leave the old ways of event management in the rearview mirror. As

      • Cliq on your mobile phone

        Some of the employees in my company get their cliq on their mobile phones but it will not let them answer the call. The employee has to go to their laptop to access it. 

      • Bulk Delete Messages in Cliq

        Isn't it possible to bulk delete messages in Cliq? I have them delivered to me as notifications from another service but most of them need to be deleted as not of value. I get dozens of them per day, and deleting them is already difficult is the "Delete"

      • stock movement report by each transaction for each item

        Dear Sir we are using zoho inventory for foodstuff and we lack the transaction report which clearly shows movement of an item from Opening balance of the month to Goods received in, Supplier return out, Invoice out, Sales return In, Transfer out and Transfer

      • Select the task view on the board in the Zoho Connect iPhone app

        Hello. How do I select the task view on the board in the Zoho Connect iPhone app? The Android app has this functionality.

      • Unable to change Company Logo

        Hi Guys, I have an issue where I've uploaded a Company image in Gif format and the logo has now got a black background whereas the logo is supposed to be black not the background. I didn't think it would be an issue so I created a PNG version to upload

      • Metadata API Access to Functions

        I think it would be incredibly helpful to have api access to every function's code. Our team primarily uses deluge functions to update fields across modules according to business logic. I would like to create a visual dependancy model for our CRM, but

      • Historical Sales Info - Blend with Finance Invoice Line Items, Access in CRM and Desk

        My company has been using Zoho One since 2021, with sales data going back through 2020. However, we have been in business much longer, and we have historical sales information that we want to have at our fingertips when talking with customers (usually

      • Introducing Record Category in CRM: Group options to see record status at a glance.

        Release update: Currently available for CN, JP, and AU, CA, Sa, and UAE DCs (all editions); EU, US, and IN (Standard and Professional editions). It will be made available to other DCs by mid-March. Hello everyone, We are pleased to introduce Record Category

      • Service disruption in Zoho Cliq (EU Region) – February 9, 2026

        Hello everyone, We’d like to inform you about a brief service disruption that affected Zoho Cliq users in the EU region earlier today. The issue has been resolved, and all services are now operating normally. Summary On February 9, 2026, Zoho Cliq experienced

      • Spotlight series #26 - Build slides with visual clarity using Diagram

        Hello all! The feature in the spotlight this month is Diagram. Let's say you are a part of a project kickoff meeting and your teammate starts explaining the project life cycle like this: "First we ideate, then we create an initial prototype and share

      • Client scripts for Zoho Books ?

        Good day everyone, I am looking for a way to be able to interact with the Quotes and Invoices as they are being created. Think of it like Zoho client script in Zoho CRM. But for the life of me I dont see a way to do this. The issue with having function

      • Uplifted homepage experience

        Editions: All editions. Release Note: Available in CA and SA DCs (Standard, Professional). Availability update (17th February 2026): The feature has been enabled for the following DCs: All editions in the CA and SA DC | Free, Standard and Professional

      • Crossbeam

        Does anyone use Crossbeam with their Zoho CRM? I'm looking for a way to import Crossbeam partner leads into Zoho CRM. If so: - What's your experience been like? - Are you able to automatically import Crossbeam leads > Zoho CRM? How? - What doesn't work

      • Access forms within a form

        I have multiple forms that I would like to create access to for users within one form. Example: I have forms A, B, C, D. I would like to create a form with the links to forms A, B, C, & D. That way we can send one link and then the user can select the

      • WorkDrive issues with Windows Explorer Not Responding

        We are using WorkDrive to collaborate on editing video content. We have a lot of files and quite a few are a few gigs. Recently anytime I try and work with the files Explorer freezes for a couple minutes whether it's dragging the files into Premiere or

      • Issues with Actions By Zoho Flow

        Hi, I have a workflow that fires when a deal reaches a stage. This then sends out a contract for the client to sign. I have connected this up through Actions by Zoho Flow. Unfortunately this fails to send out. I have tracked it down to the date fields.

      • Fill Mail Merge document up with subform fields of an Inventory module record being in the Related List

        Hi, I try to insert subform fields from an inventory module record being on the Related List of another inventory module record into a Mail Merge template without success. For example: we use ratecards in licensing and this ratecard items are available

      • Enhancements for Currencies in Zoho CRM: Automatic exchange rate updates, options to update record exchange rates, and more

        The multi-currency feature helps you track currencies region-wise. This can apply to Sales, CTC, or any other currency-related data. You can record amounts in a customer’s local currency, while the CRM automatically converts them to your home currency

      • Better use of contacts

        Zoho inventory has the ability to add multiple contacts to customers. However Zoho inventory doesn't currently provide a way to link a contact to objects like sales orders. This means that while you can tell what company has placed a sales order you can't

      • How can we add products using a Wizard?

        We want to create a Wizard to add products. Why is there no possibility to use the products module when creating a wizard?

      • Orphan email alias blocking user creation – backend cleanup required

        Hello Zoho Mail Support, I´m unable to assign or create the address xx@iezzimatica.ar in my organization. Current situation: Alias cannot be assigned to any user (system says it is already in use) New user with this address cannot be created Address does

      • Ensure Consistent Service Delivery with Comprehensive Job Sheets

        We are elated to announce that one of the most requested features is now live: Job Sheets. They are customizable, reusable forms that serve as a checklist for the services that technicians need to carry out and as a tool for data collection. While on

      • Something wrong with client script??

        Someone have the same feeling? Client script behavior become very strange..

      • API 500 Error

        Hello amazing ZOHO Projects Community, I get this message. How can we solve this? { "error": { "status_code": "500", "method": "GET", "instance": "/api/v3/portal/2010147XXXX/projects/2679160000003XXXX/timesheet", "title": "INTERNAL_SERVER_ERROR", "error_type":

      • Polish signer experience to compete with docusign

        I would like to suggest that someone spend the little bit of time to polish the signer experience, and the email templates to more of a modern professional feel. They are currently very early 2000s and with some simple changes could vastly improve the

      • how to change the page signers see after signing a document in zoho sign

        Hello, How can I please change the page a signer sees after signing a document in Zoho Sign? I cannot seem to find it. As it is now, it shows a default landing page "return to Zoho Sign Home". Thanks!

      • Digest Janvier - Un résumé de ce qui s'est passé le mois dernier sur Community

        Bonjour chers utilisateurs, Le premier mois de l’année est déjà derrière nous ! Découvrons ensemble comment s'est passé janvier pour Zoho Community France. Nous avons démarré le mois avec une nouvelle intégration entre Zoho Desk et Zoho Contracts. Cette

      • contact support

        I have 2 request for a phone call and not received one call as promise!

      • Next Page