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No Loose Lips: Never share prospect information with anyone who doesn't have the proper access permissions. Only authorized individuals on a need-to-know basis should have access to this data.
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Safety First: Be mindful and always use our data security protocols.
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It's All on Record: Remember, most of the information on a prospect's profile, including your notes, can be accessed by the prospect later through a subject access request.
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Less is More: Try not to collect personal data that isn't directly related to the sale. Even voluntarily given data is personal and needs to be handled with care.
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Before You Hit Send: Here are a few questions to ask yourself when reaching out to a prospect:
- Is there any marketing content in this message?
- What is my legitimate reason for sending this?
- Is this email necessary and beneficial for the prospect?
- Did I include an unsubscribe option for the prospect?
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Clean Your Desk: Avoid downloading data from the CRM onto your hard drive. If you must, remember to permanently delete it from your "trash" right away.
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Keep It Safe: If you need to share personal information, use a secure Google Drive folder that you control (invite them by email, not with an open link). This gives you control over who has access and lets you delete the data in line with our retention schedule.
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We've Got This: As the Data Controller, we're responsible for the data security of our third-party providers, including our sales CRM software. If a prospect makes a data subject access request, it's our job to gather the information held by our third-party processors.
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Stay Alert: Keep an eye on the security and data protection practices of our third-party processors. If something seems off, report it to your Data Protection Champion. Let's keep our CRM clean and safe, team!