10 GDPR Compliant Sales Software
Since May 25, 2018, all companies are obliged to comply with the new EU data protection guidelines, also known as the General Data Protection Regulation (GDPR). It regulates the processing and use of personal data. Violations can result in high fines. GDPR-compliant sales software is therefore fundamental. In this article, you will learn what is necessary to work in compliance with the GDPR and find a list of 10 GDPR compliant sales software products.
Why the GDPR is relevant for your company
The overarching goal of the European General Data Protection Regulation is to strengthen the right to informational self-determination. It applies to all companies and public bodies within the EU that store and process personal data. Companies outside the EU that offer their products or services to EU citizens and collect their data are also obliged to comply with the GDPR.
Since personal data is processed for almost every business transaction in sales, marketing or service, every company is also obliged to comply with the GDPR. The collection and processing of personal data is particularly necessary for sales software that is used to acquire new customers and improve customer relationships. After all, personal data is required to contact the right contact person using the right communication channel. The processing of an order alone is based on personal data. The use of a GDPR-compliant CRM or software system is therefore elementary.
What is personal data?
Personal data includes all information in the private and business environment that relates to an identifiable natural person.
- First and Last Name
- Phone number
- IP address (from private website visitors)
- E-mail address
- Contact details of the contact persons of customers or suppliers
- Contact details of newsletter recipients
Specifications for GDPR-compliant sales software
GDPR-compliant sales software supports your company in the management of personal data and guarantees your customers security and the protection of their rights. For the GDPR to allow the use and processing of personal data at all, there must be a legal basis for it. For example, personal data is required to process a contract. There is also a legal basis if the personal data must be collected to comply with the law or if the person concerned has given their consent to the use of the data.
Even if there is a legal basis, the personal data may only be used for the original purpose (purpose limitation). Only as much data may be collected as is necessary for the specific purpose (data minimization). Furthermore, all personal data should be deleted as soon as they are no longer needed for the original purpose (storage limitation). The legal retention period is ten years. If the data recorded by customers, suppliers or employees is incomplete or incorrect, it must be corrected immediately (accuracy). In addition, personal data must be protected against loss, falsification, and access by unauthorized persons (data security).
Required functionalities for GDPR compliance of the sales software:
- Right to information: At the request of a customer, it must be possible to clearly show which data has been stored and for what purpose.
- Right to erasure: Unless another law requires the storage of personal data, it must be possible for all data to be erased as soon as the data subject so requests.
- Logging: Who and when recorded, deleted, or changed data must be always recorded.
- Obligation to provide evidence: Consent to the use of personal data must be documented in writing.
- Data economy: Software must have a deletion concept so that data is only stored for the necessary duration.
- Data portability: it must be possible to provide personal data in a commonly used format upon request.
- Right to restriction of processing: Personal data may only be processed automatically with specific consent.
- Right to object: Anyone can object to the processing of personal data. This right must be pointed out in the very first communication.
- If an objection is filed, all personal data must be inactive in the sales software and may no longer be processed automatically.
- Access Control: Functions to be able to view and export data must be protected. Access rights may only be granted to authorized persons.
- Data storage: Data must be stored within the EU.
10 Software for Selling with GDPR Compliance
The sales software from 1CRM ensures compliance with the EU GDPR through new functions. Personal data can, for example, be prepared for the right to information, data can be changed and deleted. 1CRM provides detailed instructions on the website. The server location is in Germany. The CRM system can also be hosted on your own server.
SuperOffice’s B2B specialists offer special features to comply with GDPR regulations. When the consent is saved, it is documented who recorded it and the communication channel used to give the consent. Data protection violations are immediately displayed for processing and different access permissions can be set. All data is protected by an ISO 27001 certified Information Security Management System.
LeadRebel is sales software that identifies website visitors and converts them into qualified leads to attract new B2B customers. The software comes from Switzerland and is hosted in Germany. LeadRebel works demonstrably in compliance with data protection regulations. GDPR compliance is regularly checked externally to be able to offer customers the greatest possible security. The functions relevant to data protection include:
- Company related tracking
- Personal data of employees will not be saved
- Gathering data only from open sources
- Encrypted traffic
- Hosted in EU (Germany)
- Data processing agreements with all suppliers
TecArt CRM PRO
The CRM system of the German company TecArt works according to the modular principle. All data is stored in a data center in Germany. The company promises the highest GDPR compliance and offers numerous functions for a GDPR-compliant way of working.
Falcana’s sales software is designed for small and medium-sized companies. It offers general data protection functions such as deleting addresses, capturing consents, and distributing permissions. In addition, the “Privacy Premium” extension can be activated, which contains many automated functions to ensure compliance with the GDPR in an even more time-saving manner.
Cobra CRM promises high standard of GDPR compliance with their software for sales. The sales software offers an extra data protection cockpit, with which the data protection officer should keep an overview. Numerous functions support GDPR compliance. An e-book about cobra CRM and GDPR is available for download on the website.
The all-in-one sales software is hosted in Germany and can be used via a private cloud. Combit actively supports you in complying with the provisions of the GDPR and documents processes automatically.
The sales software Weclapp supports compliance with data protection guidelines with various functions. Information about stored personal data can be obtained at any time. The data is stored on servers in Frankfurt am Main. Data transfers are always encrypted.
With redundant data storage in a high-security data center in southern Germany and encrypted data transmission, CentralStationCRM offers a high level of security.
Pipedrive, one of the world’s most successful CRM providers, also is GDPR-compliant. Third parties are used to ensure lawful data transfer, according to Pipedrive. To meet the data protection guidelines, a data center was set up in Germany.
Conclusion: 10 GDPR-compliant sales software
As a company, it is essential that your sales software works GDPR-compliant. This greatly simplifies your adjustments to the EU General Data Protection Regulation and protects you from violations. More importantly, you will increase your customers’ trust in your company.