GDPR Contd. - Handling Lawful Bases for Your Customers using Zoho CRM.

GDPR Contd. - Handling Lawful Bases for Your Customers using Zoho CRM.

Hello folks,  

Continuing from our previous GDPR post, we bring to you the first cut of GDPR centric enhancements that are released for handling lawful bases for your customers in Zoho CRM. For your understanding we have split the entire process into three sections:
  1. Identifying Data Processing Basis
  2. Updating the Data Processing Basis in Zoho CRM 
  3. Consent Management in Zoho CRM
1. Identifying Data Processing Basis
The fundamental principle to handle the personal data of your data subjects is to process the data lawfully and fairly, in a transparent manner. As a data controller, based on your business requirements and the purpose of data processing, you can choose and update the Data Processing Basis from the following options : 
  • Legitimate interest
  • Vital interest
  • Public interest
  • Contract
  • Legal Obligation
  • Consent
You can choose 'Not applicable' for the records if GDPR does not apply. 

2. Updating the Data Processing Basis in Zoho CRM
The first thing you need to do is enable GDPR in your Zoho CRM account. You can do this by going to Setup > Users and Control > Compliance Settings. In the Compliance Settings page, toggle on the button for GDPR Compliance and select the modules that contain information of your data subjects. 

The Data Processing Basis for all data subjects in your CRM account will be marked as 'Not Applicable' by default. After identifying the appropriate data processing basis, you can update the same in Zoho CRM in the following ways:
  1. Update individual records manually. Once you enable GDPR in your Zoho CRM account, a new tab called "Data Privacy" will appear in the Record details page where you can manually update the Data Processing Basis.

  2. Mass update the records from custom list views.
  3. Go to SetupUsers and Control > Compliance SettingsOverview. Under the section Not applicable (since all your records are marked as not applicable), click View and you can mass update the records.

As a data controller, you can define under what Data Processing Basis you want the new records to be marked going forward. A new field called 'Source' in the record details page which will store your data sources such as Web forms, APIs, Integrations, etc. By default all records will fall under the 'Not Applicable' basis. Using this and other attributes of the record, you can write workflow rules to update corresponding Data Processing Basis before the data moves further in CRM.

Please ensure the utmost care while editing the Data Processing Basis of a record. Changing from one lawful basis to another holds its own set of rules and requirements under the GDPR. 

3. Consent Management in Zoho CRM
One of the six lawful bases to process the personal data of your customers is 'Consent'. You can opt for Consent, when none of the other five lawful bases are appropriate. Once you have chosen the data processing basis as Consent, you need to get a proper consent from your subjects to process their data lawfully. 

Please take legal precautions before getting consent from your subjects. Because, if you have obtained personal data unlawfully, it could be unlawful for you to even send an email requesting consent. You must ensure that requesting consent by email is lawful. 

A new section called Consent Details appears under the Data Privacy tab for records that are marked as 'Consent'. The status of these data subjects will be updated as 'Pending' by default. 

You can obtain consent from your data subjects in the following ways:
  1. Update Manually: When you get a consent from your subject through a call or personal email, you can update the consent status manually. 
  2. Update Automatically using Consent Form: You can obtain consent from your subjects using a consent form that you can customize inside Zoho CRM. The fully customizable consent form allows you to get consent for:
  • The purpose of data collection and processing
  • Preferred communication channel
 You can set up the consent form by going to Setup > Users and ControlCompliance SettingsConsent Form

Once you have customized the consent form, you can add the form's link in an email template and send it individually or mass email it to data subjects whom you require consent. 

You can also go to Setup > Users and Control > Compliance settings > Overview. You can view the records that fall under each consent status. Click Show Records under Pending, select the records and click Send Consent Form button.

You can update the consent status for new data subjects either manually or you can set up a workflow rule to send the consent email, which can be triggered based on the source, country and other attributes of a lead or a contact. 

You can track the status of the Data Processing Basis and Consent for your Data Subjects from the Overview dashboard in Compliance settings. 

We hope that you find these timely enhancements very useful. Feel free to share your feedback or queries by commenting below. And do watch this space for more GDPR centric enhancements in Zoho CRM. 

For more reference:
The content presented herein is not to be construed as legal advise. Please contact your legal advisor to know how GDPR impacts your organisation and what you need to do to comply with the GDPR.

    Nederlandse Hulpbronnen


      • Recent Topics

      • Important updates to your connectors

        Hello everyone, Greeting from Zoho Creator! We're excited to announce that we'll be rolling out significant backend updates to Zoho Creator's built-in connectors to enhance security by following the latest frameworks. The existing version of some of the
      • Create, collaborate, and manage agreements with Zoho Sign

        Agreements drive business. We launched Zoho Sign in 2017 as a simple digital signature tool to sign agreements from anywhere, at any time. Over the years, we've learned that most agreements go through last-minute changes before they're signed. Our users
      • Function #25: Automatically generate purchase orders from a sales order

        We kicked off the "Function Fridays" series with the goal of helping you automate your everyday accounting tasks. As we delve into today's post, I'm delighted to announce that we're here to present the 25th custom function in this series. While it is
      • Has Anyone successfully integrated Zoho and Sage Intact?

        Hey all, We’re evaluating Zoho One + Sage Intacct and I’m trying to connect with anyone who has actually implemented the two together.Specifically, I’d love to know: -- Which functions you kept in Zoho vs. Intacct (e.g., Product Catalog, AR/AP, invoicing,
      • DNS set up

        I want to create an email with my company domain. When I tried to add new record with cloudflare it didn't work. The DNS record can't be manually added. I followed the instruction but still can't add it. Could you help?
      • 5名限定 課題解決型ワークショップイベント Zoho ワークアウト開催のお知らせ (9/25)

        ユーザーの皆さま、こんにちは。Zoho ユーザーコミュニティチームの藤澤です。 9月開催のZoho ワークアウトについてお知らせします。 今回はZoomにて、オンライン開催します。 ▷▷参加登録はこちら:https://us02web.zoom.us/meeting/register/6OSF2Bh6TumsMIlDwaY_PQ ━━━━━━━━━━━━━━━━━━━━━━━━ Zoho ワークアウトとは? Zoho ユーザー同士で交流しながら、サービスに関する疑問や不明点の解消を目的とした「Zoho
      • hiding a topic from all but one segment (or list)

        My organization sends out a number of newsletters using Zoho Campaigns. One of those newsletters is for volunteers. In order to become a volunteer, a person has to first go through our volunteer orientation (training). After that, they can receive newsletters
      • How do I set up this automation correctly?

        When contacts enter my Subscribers list, I want it to reference a custom field to see if it is empty. Then I want it to do two things: If empty: Assign a tag based on a different custom field. If that custom field is empty, assign a different tag. If
      • Function #62: Display associated Quote on Invoice details screen

        Hello everyone! Today, we are sharing a Related List script that makes it easy to view and access the quote from which an invoice was created right from the invoice details screen. This Related List displays the Quote number and Amount, allowing you to
      • Custom confirmation message

        How can I change the message that users see after they submit the booking form? I have to confirm some details before their appointment is officially "confirmed", so I want to change it where it doesn't say their appointment is "confirmed" but rather
      • email forwarding not working

        Your email forwarding service does not work. I received the confirmation email and completed the confirmation, after that nothing and nothing since no matter what I have tried. Shame as everything else was smooth. I spose it's harder to run one of these web based internet mail services than you guys thought!!! can you fix the email forwarding asap PLEASE!
      • Desk x CRM Integration

        Howdy! We currently use SalesIQ but we are considering moving across to Desk as it seems to have more functionality that we want. One of the pulls is the ability for our customers to self serve. But, I might be getting over excited and not actually need
      • Function #53: Transaction Level Profitability for Invoices

        Hello everyone, and welcome back to our series! We have previously provided custom functions for calculating the profitability of a quote and a sales order. There may be instances where the invoice may differ from its corresponding quote or sales order.
      • Issue with Save & Share Link – Works for Others but Not Creator

        I’ve enabled the "Save and Share" feature in Zoho Forms, and it works correctly for all users accessing the public link—except for me (the form creator). Issue Details: When I save and share the link, recipients see a “no permission” error. The form is
      • Save the pdf report from a registration form in a Folder

        Through Zoho Forms I created a registration form with quite a lot of rules to handle different variables (TEAM types, payment in installments, etc.), and the result is pretty good. The automatic PDF that is sent to the respondent upon submission is already
      • zoho forms integration to zoho work drive

        Scenario: A user fills out a Zoho Form, entering details such as email, mobile number, and other required information, and uploads supporting documents like PAN, Aadhaar, etc. Upon submission, the data is available in Zoho Forms Reports. Requirement:
      • Zoho Forms to Zoho CRM Integration failed - can I restart it?

        The integration of Zoho Form to Zoho CRM has failed. Is there a way for me to restart it for the impacted entry?
      • insert an equation, but in document, it shows an image not available.

        I'm new to Zoho writer and used Zoho writer in desktop app version . When I inserted an equation, I got an image not available sign. Any help is appreciated. Thanks, Charles
      • Zoho Desk Android app update - Swipe action customization

        Hello everyone! We have brought in support for the swipe action customization in latest version(v2.9.13) of the Zoho Desk Android app update, enabling you to configure left and right swipe gestures on tickets to carry out the actions swiftly without opening
      • Import KB template OR Export template for zoho desk?

        Greetings. Can you tell me if there is a way to get an EXPORT of my KB articles? OR is there a template you supply for importing KB articles into my zoho desk? I am looking for a method of understanding what fields can be imported, and what their possible
      • XML format to import knowledgebase into Zoho Desk

        Hi, We just started to use Zoho Desk and want to import our knowledgebase from our old support system (Freshdesk) to Zoho Desk. Can anyone give us information about the format of xml file to import? There is no explanation on the related page.
      • Zoho Desk integration with Power BI

        Hi, I want to be able to create a Power BI report which has live updates of ticket data from zoho desk, is this possile at all? Thanks Jack
      • Arranging Ticket Templates

        Is there any way to arrange our ticket templates? It doesn't look very organised when it's just arranged according to when they were created. We want the list to look more organised, by arranging/grouping them by topics, or even just by alphabetical
      • What they mean with "Portal"?

        I just downloaded this app to take my personal notes on digital art studio because it seemed to me the most comfortable app to do it, I use it very often, what do they mean by “no activity on your portal”? I have about 1 year of work here and I don't
      • Inactive User Auto Response

        We use Zoho One, and we have a couple employees that are no longer with us, but people are still attempting to email them. I'd like an autoresponder to let them no the person is no longer here, and how they can reach us going forward. I saw a similar
      • favorites no longer listed

        Hello, I can no longer navigate to my Favorites from the pulldown at the top of my grid view (see attached screenshot). I wasn't able to find it anywhere! Please help me display my Favorites. Thank you!
      • Notecards Disappeared

        Got a new phone. Downloaded and signed in Zoho Notebook. Not finding the Note cards. Just Empty Note books. Frustrating.
      • Table Errors

        Hello, I'm new to Zoho Notebook and using it on several Mac/Apple devices. My question is regarding tables: Why do they become broken, and how to fix the error without retyping all my data? (Please see the screenshot attached.)
      • Online Calculator with Zoho Forms?

        I'd like to build a custom calculator on my website. Zoho Forms seems to offer all the fields for basic calculations performed live without pressing any "Calculate" buttons. Unfortunately, there is still that "Submit" button at the bottom. There is nothing
      • Zoho Tables instead of Zoho Creator Spreadsheet reports <3

        That would make my day for sure. Zoho Creator is create, but miss data entering as AirTable/Spreadsheet can. Seeing Zoho putting effort in this makes me think maybe one day we could see a similar interface for Zoho Creator spreadsheet reports. B.
      • Zoho Sheet - Desktop App or Offline

        Since Zoho Docs is now available as a desktop app and offline, when is a realistic ETA for Sheet to have the same functionality?I am surprised this was not laucned at the same time as Docs.
      • Notebook Stack

        Hi Everyone I Hope you´re fine, I´m sorry if this idea was posted before (I made a search but I haven´t find anything related). So, Having the possibility of stacking notebooks would be an interesting way to order notebooks that correspond to the same
      • Writing on sketch cards is bugged when zoomed in

        When zoomed in, it writes a noticeable distance above or to the side of where you're actually trying to write. The further you're zoomed in, the more noticeable it is. Zooming is also entirely absent on the desktop version.
      • Swipe between notes on iPhone

        It'd be convenient if I could move from one note to the next in a notebook simply by swiping left to right.
      • Sales IQ chat is not working in signed android apk

        I have integrated ZOHO sales IQ support chat and i have followed each step and its working fine in my development build but when i create signed APK for it. Chat does not work in it and showing awaiting for detail. I previously asked the same query but
      • COQL order by COUNT not working

        Dear community, I am trying to get a list of deal amounts per planner working on it and sorted to get see who has the least amount of deals. For some reason, I am unable to use sort by in combination with a COUNT. My original code was: query = "select
      • I want to duplicate a report and name it something else

        Hi, I have created a report, and now want to reproduce it and call it something else. so that I will end up with TWO separate reports with different titles. Please tell me how do I copy / reproduce a report please
      • Zoho CRM: Sales Rep Professional Certification Program on Coursera

        We are happy to share that we have published the Zoho Sales Representative Professional Certificate in partnership with Coursera, a leading platform for online learning and career development that offers access to courses and degrees from leading universities
      • OS X Notebook quits immediately upon launch

        NoteBook for OS X (Sequoia, but also under Sonoma) always quits immediately upon launch (so I cannot use the "Attach user log" option). I've restarted my MacBook but the problem persists. If it helps, attached is a diagnostic report from Library>Log
      • Can External users upload files or images to WorkDrive?

        I want to know if it is possible for someone externally through a link and PW be able to upload files and images onto WorkDrive?
      • Next Page