How to Manage Customer Data in 2024 with GDPR Requirements

Ryan Ingram, 21 February 2024

In 2024, managing customer data comes with the responsibility of complying with regulations like the General Data Protection Regulation (GDPR). This guide offers essential insights to help your organization understand GDPR requirements and ensure compliance, in particular when using Dynamics 365.

GDPR compliance is mandatory for all organizations that process the personal data of EU residents no matter where the organization is or how they use the data.

Understanding GDPR Requirements:

Staying updated with GDPR guidelines is crucial. Familiarize yourself with what constitutes personal data, comprehend data subject’s rights, and grasp the lawful bases for processing data.

What is considered Customer data?

This includes direct identifiers (such as a person's name, identification number, location data, or online identifier) as well as indirect identifiers (such as physical, physiological, genetic, mental, economic, cultural, or social factors). Basically, consider customer data as any information that would help identify a person.

What to do with Data Mapping and Inventory:

Its best to conduct a thorough audit of all customer data your organization collects, processes, and stores. Create a detailed data inventory outlining what data you possess, its storage location, usage, and authorized access. Infinity Buttons: Record to ZIP is the perfect tool to extract your Dynamics 365 CRM data in a accessible ZIP format.

Lawful Basis for Processing

Ensure your organization adheres to a lawful basis for collecting and processing customer data. This may involve consent, legitimate interest, contract necessity, legal obligation, or vital interest. Obtain customer consent that is freely given, specific, informed, and easily revocable. These are important aspects to factor into your Dynamics 365 system.

Data Minimization and Purpose Limitation

Collect only essential data necessary for specific, lawful purposes, avoiding excessive or irrelevant information. Guarantee that collected data is used solely for its intended purpose.

Data Security Measures

Implement robust security measures to safeguard customer data against unauthorized access, breaches, or accidental loss. When utilizing third-party processors for customer data, establish compliant data processing agreements delineating responsibilities, safeguards, and compliance measures.

Data Subject Rights

Respect data subjects’ rights, including the right to access, rectification, erasure (right to be forgotten), data portability, and the right to object data processing.

Infinity Buttons: Record to ZIP can help with the right to access, rectification and data portability rights. Individuals have the right to obtain confirmation from an organization as to the personal data they hold and is being accessed. They have the right to request correction of said data or complete incomplete data. They also have the right to receive their personal data in a structured, commonly used, machine readable format that can be transmitted to another controller. This is where the ZIP file with .csv is perfect.

Record to ZIP is a cost-effective tool to save your customer service team time and frustration and ensure compliance with GDPR rules. Try it out for free today within your Dynamics 365 environment.

GDPR compliance will always be an ongoing process that requires continuous monitoring, updates, and adherence to evolving regulations. It is best to seek legal counsel or compliance experts for specific guidance tailored to your organization’s needs and the current regulatory landscape in 2024.