Under compliance settings, you need to first switch on GDPR compliance settings if it applies to your business. Users with the Manage Compliance Settings profile permission can enable and view the features available under Setup > Security Control > Compliance Settings.
To switch on GDPR compliance options
The fundamental principle for handling personal data is that data must be processed lawfully and in a transparent manner. GDPR defines six lawful bases to process data. It is important to understand all of them as no one lawful basis is better than the others. Choosing the most appropriate basis depends on the purpose of data processing and your business requirements.
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 > Users andControl > 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.
Once GDPR is switched on in your Zoho CRM account, each record will have a Data Privacy section where the data processing basis details are available. If Consent is the lawful basis, the options to send a consent form and update consent details manually will also be available. A new field called Source in the record's details page will also be available, which will store the data sources such as Web forms, APIs, Integrations, etc.
Any user who has the permission to view the record will be able to view and edit the Data Processing Basis section. If you use portals and the data processing basis is Consent, people who have access to the portal, will be able to see the Data Privacy section. They can update their consent details.
If your business is running on Zoho CRM, you can process data based on any of the lawful bases mentioned earlier. Consent requires a deliberate action to opt in on the part of the subject matter. It is therefore mandatory for the controller to keep a proper consent management system in place to obtain consent from the data subjects.
Zoho CRM's consent management system helps you obtain consent from your prospects and customers.
Consent management in Zoho CRM has the following options.
You can change the lawful data processing basis in the following ways:
Use the Data Processing Basis field to define the criteria.
You can view the details of the Data Processig Basis chosen for a particular data subject. Further, any changes that takes place in this section will be logged under history, chronologically.
For example, to send marketing related emails to your customers, you need their consent. Hence, you send a consent form via email and when it's submitted, the consent details are automatically updated in your CRM account and can be viewed in the Details section. History displays the list of actions carried out in a record pertaining to data processing basis, right from creation of a record.
To view details and history
Go to Setup > Security Control > Compliance Settings > Overview, to view the dashboard that gives you the following details:
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