CRM Data Privacy Checklist
Ensure your CRM remains compliant & protects sensitive customer data. This checklist guides you through essential privacy settings, consent management, & data security protocols. Download now and safeguard your business!
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Data Subject Rights Compliance
Ensuring processes are in place to handle data subject requests (access, rectification, erasure, restriction, portability).
Number of Data Subject Access Requests Received (Last 3 Months)
Last Data Subject Access Request Received
Process for Verifying Identity of Data Subject
Summary of Processes for Responding to Rectification Requests
Deadline for Responding to Data Subject Requests (e.g., under GDPR)
Record of Exceptions to Data Subject Rights (e.g., legal obligations)
Consent Management
Verifying proper consent mechanisms for data collection and processing are implemented and documented.
Consent Collection Method
Last Consent Review Date
Description of Consent Language Used
Types of Data Requiring Consent
Consent Recording Method
Estimated Percentage of Users Providing Consent
Data Minimization
Confirming only necessary data is collected and stored within the CRM.
Identify redundant data fields
Number of data fields identified for removal/modification
Justification for retaining any potentially unnecessary fields
Are default values implemented to minimize data entry?
Are imported data fields reviewed for necessity?
Purpose Limitation
Validating data is used only for specified, legitimate purposes and documented accordingly.
Describe the Primary Purpose(s) for CRM Data Collection
Does the CRM data usage align with the declared purpose?
Number of data usage purposes documented
Explain any Secondary Uses of Data and Justification
Is there documented approval for secondary data usage?
Describe processes to ensure data is not used for unintended purposes
Data Security Measures
Assessing the effectiveness of security controls (encryption, access restrictions, data loss prevention).
Encryption Strength (in bits)
Data at Rest Encryption Enabled?
Data in Transit Encryption Protocol (TLS/SSL)
Access Control Measures Applied?
Firewall Configuration?
Description of Security Audits Conducted (Date, Findings)
Third-Party Vendor Management
Reviewing contracts and data processing agreements with third-party vendors.
Vendor DPA (Data Processing Agreement) Status
DPA Expiration Date
Summary of Vendor's Security Practices
Number of Sub-Processors Used by Vendor
Security Audit Reports Received from Vendor?
Vendor Security Questionnaire Response
Data Retention Policies
Ensuring data is retained only as long as necessary and securely disposed of afterward.
Retention Period (Years)
Data Type(s) Subject to Retention
Last Review Date of Retention Schedule
Justification for Retention Period(s)
Data Destruction Method
Date of Next Retention Schedule Review
Data Breach Response Plan
Reviewing and testing the plan for responding to data breaches and notifying relevant parties.
Incident Description (Initial Report)
Date of Breach Detection
Time of Breach Detection
Breach Severity (Low, Medium, High)
Estimated Number of Records Affected
Containment Steps Taken
Supporting Documentation (e.g., screenshots, logs)
Date of Notification to Data Protection Authority (if applicable)
Legal and Regulatory Compliance
Verifying adherence to applicable privacy laws (e.g., GDPR, CCPA, HIPAA).
Applicable Privacy Laws
Specific Legal Requirements
Last Compliance Review Date
Number of Data Processing Agreements (DPAs)
Data Transfer Mechanisms (if applicable)
Documentation of Legal Basis for Processing
Training and Awareness
Ensuring employees are trained on data privacy best practices and CRM responsibilities.
Topics Covered in CRM Privacy Training
Number of Employees Trained
Last Training Session Date
Training Delivery Method
Summary of Training Content
Training Material Version
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