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

Data privacy: How do you
protect and delete data in
the cloud

Contact Us: M: +91 9611 171 345
Data privacy: How do you protect and delete data
in the cloud
Copyright Reserved @ 2019 SalesBabu Business Solutions Pvt Ltd. Website:
www.salesbabu.com Email: sales@salesbabu.com
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.
.
Diﬀerent marketing and CRM softwares collect and maintain various customer data
in cloud environment to use it on a daily basis for processing and marketing
purposes. These client details are used for customer tracking, marketing and sales
campaigning purposes. Every customer wants to keep individuals’ personal data
secure and private.

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Introduction
Personal data collected on the customers can include names, id numbers, location data,
online identifiers, profiling data and almost any data about a client. The processing of this
data includes any operation performed on personal data e.g. collection, recording, storage,
adaption, altering, transmitting, erasure, destruction. Various regulations are added to these
processing to maintain the integrity of these collected data.
Few regulations that are being followed by different companies while collecting and
processing their customers’ data are as follows:
● General Data Protection Regulation (GDPR), European Union
● Personal Information Protection Act (PIPA), Japan
● Health Insurance Portability and Accountability Act (HIPAA), United States
● Privacy Act, Australia
● Personal Information Protection and Electronic Documents Act (PIPEDA), Canada.

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Data Security measures
Additional security measure are implemented by various cloud service vendors like
Amazon Web Services, Google Cloud Platform, IBM cloud and many more. These security
measures gives users ownership and control over their content through various user
friendly and powerful tools. These cloud security tools allow users to determine where their
content will be stored and mode of data management.
Flexibility of choosing the kind of cloud deployment like – private, public, or multi-cloud
will allow users to pick the best suited security system for their business model. Along with
these measures, data owners can also choose the kind of network encryption solutions
which will be best suited for their needs. Usually either virtual or hardware-based
encryption is used to ensure that data is protected as it is transferred across the network
cloud.
To ensure that the customer data is truly secure, cloud data encryption combined with
strong key management is implemented for storing regulated data in the cloud. This
combination of encryption and data key, will allow users to protect sensitive data outside of
their control as it is transferred, shared or used for various cloud based environments.
To further secure the data in the cloud, it’s recommended to own both the generation and
administration of the data encryption keys. Data owners can utilize a physical or a virtual
key system along with hardware storage mechanism to manage the key lifecycle.

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Data Protection methods
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.
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.

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Data Protection methods continues...
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.
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.

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Data Protection methods continues...
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.

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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.
A system administrator (individual user acting on behalf of their organization) can delete
data from their data center and server storage. This data is deleted from the system with
immediate effect and cannot be recovered by any users or company’s employees after a
current or future point of the agreement date. Personal and company’s private data which
has been deleted or otherwise destroyed should not be recovered at any time. Sufficient
warning should be given to the account administrator before they permanently delete
anything related to an individual or company’s profile.

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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.

Contact Us: M: +91 9611 171 345
Thank you for Visiting Us
Our Address
SalesBabu Business Solutions Pvt. Ltd.
No.38/11, 3rd Cross, G Block, Sahakarnagar, Bangalore – 560092
Tel: +91 9611 171 345 ,
Mobile: +91 9341 323 571
E-mail: sales@salesbabu.com
Website: www.salesbabu.com

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