Data privacy how do you protect and delete data in the cloud

Data privacy: How do you protect and delete
data in the cloud
SalesBabu
CRM For Enterprise Business
& Startups
M: +91 9611 171 345 Email: sales@salesbabu.com

Data privacy: How do you
protect and delete data in
the cloud Protecting our customer data has always been the top
priority for our businesses. But in today’s world of
technology, doing this is increasingly extending beyond
moral responsibility and taking on the form of legal
requirement.

Data Protection
1. Secure the online CRM data servers
The first step for data protection is to make sure that
individuals and businesses outside of your organization
can’t get access to your customer data. In today’s world,
we have the option of keeping our CRM customer data
in the cloud. With the level of security in a cloud-based
CRM solution, all your customer data is well secured and
backed up using these cloud based security measures.
We should also keep in mind that in a cloud
environment, the hardware and configuration of the CRM
software, is only part of your security protocols.
Regardless of the CRM hosting location, we need to
establish documented procedures for login protocols,
password resets, employee access, and physical
acquisition to server hardware.

2. Role based data Access
Protecting the online server access is very important to restrict any outside invasion to your customer
data. While creating various data access restriction, we should analyze below questions for each role
before granting access for them:
■ Does this user or role need access to this form or data for their regular job?
■ Will this user need to frequently extract data from CRM, or sync it with another device or gadget, in
order to do their job?
■ Will there be a privacy concern for either our customers or the employees if this user has access to
this information?
Once we have clear answers to all the above questions, we can easily make various filtered access to
each employee and keep the data security as simple as it can get. With required access levels, there are
negligible options of data leakage and misuse.

3. Regular auditing
Regular auditing and verification of employees access
control versus the accessed data by them, will keep a
check on any security breaches which might happen in
regular workflows. List of employees who are at a high
risk of damaging the organization, needs to flagged
and immediately terminated before they end up making
any major damage to the company’s or customer data.
Regular auditing and screening of security measures
and other processes, projects any flaws or reworks
that might be present in the current business
operations. This help in formulating proactive and
futuristic measure for effective customer data
protection.

4. Customer Agreement
Once we start on a long term relationship with our customers, it’s very important for both the parties to have
clear expectations from each other. With a clear set of legal agreements on the data protection and usability
norms, customers are well aware of the data protection processes and procedures that are followed as per
the company’s policies. Also, customers can define and customize the data privacy clauses to understand
what level of data sharing is done. Some of the major queries which can be included in the agreement
document can be as follows:
■ Which customer information is being collected?
■ Who is collecting this information?
■ How and which mode is used to collect this data?
■ Why particular information is being collected?
■ Whom the data can be shared with?
■ What is the intent of the data usage?
With above and more customised user agreement details , it gives a clear picture of which level of data
protection and sharing needs to be maintained by the company.

5. Employment Agreement
An employment agreement is majorly a clear communication about expected employee behavior, and
legal protection to the organization if those expectations are not met.
Both the company’s management and employee should be well aware of these employment agreements
to understand the mode of conduct of an employee with its employer. In an event of agreement violation,
the aggressive measure should be taken to protect not only the customer and company’s property but
also make a benchmark for the working procedure of the agreement clauses.
In today’s world of diversified working cultures and employee’s background, it’s very important to have
common ground rules which will not only facilitate confidentiality of customer and company’ property but
also help employees to understand the expectations set for each of them.

Data Deletion
The concept of a “right to be forgotten” is not an
entirely new legal notion, but is being followed in
all the mainstream CRM softwares across the
globe. The principal understanding of this right is
to enable an individual or company to request
the deletion or removal of one’s personal data
where there is no conclusive reason for its
continued processing.

When does the “right to be forgotten” or erasure apply?
Every Individual or company have a right to have personal data erased and to prevent processing in
specific circumstances:
■ Where the personal data is no longer needed in intend to the purpose for which it was originally
collected/processed;
■ When the individual withdraws consent or agreement.
■ When the individual objects or have concerns to the current or further processing of data and there is
no other legal ground for the relevant processing activity to continue.
■ When the personal data was unlawfully processed or shared.
■ Where the personal data has to be erased in order to comply with a legal agreement.

Conclusion
To summarize, it is hard work to protect your customer data. Formulating agreements and setting up
data security routines are the best ways to achieve a mirror view of your customer requirements. Your
CRM system and business practices should be playing a pivotal role in protecting your customers and
maintaining the integrity of data sharing and deletion.

Many Businesses trust
Salesbabu, including

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