๐ GDPR Compliance and Data Security in Pipedrive
Overview
The General Data Protection Regulation (GDPR) is a comprehensive data protection law that affects all businesses handling the personal data of EU/EEA citizens. Pipedrive is fully committed to helping users stay compliant with GDPR and provides tools to ensure secure data handling and user privacy.
This article outlines how Pipedrive supports GDPR compliance and offers best practices for maintaining data security within your CRM.
๐ก๏ธ What is GDPR?
The GDPR (Regulation (EU) 2016/679) governs how businesses collect, store, and process personal data of EU citizens. It emphasizes:
- Lawful, transparent data usage
- User consent and rights
- Secure data storage and processing
- Accountability and documentation
Non-compliance can result in significant penalties, so itโs essential to understand how to work within the law โ especially when using customer data in a CRM.
โ How Pipedrive Helps You Stay GDPR Compliant
1. Data Processing Agreement (DPA)
- Pipedrive provides a GDPR-compliant Data Processing Agreement
- Available upon request or in your account settings
๐ The DPA outlines Pipedriveโs obligations as a data processor and your rights as the data controller.
2. User Consent and Data Collection
You are responsible for:
- Obtaining clear and informed consent from data subjects
- Maintaining records of consent (e.g., opt-in forms, email logs)
Pipedrive supports this by allowing:
- Custom fields to track consent
- Integration with marketing tools for GDPR-compliant opt-ins
3. Right to Access and Erasure (Right to be Forgotten)
Pipedrive enables:
- Access: Easily export a contactโs full data upon request
- Erasure: Manually delete contacts and their history to fulfill data deletion requests
Steps to delete a person:
- Go to the Person profile
- Click the three-dot menu (โฎ) > Delete
- Choose whether to keep or delete related data (deals, notes, etc.)
โ ๏ธ Deletion is permanent โ ensure you comply with internal data retention policies.
4. Data Portability
Pipedrive allows full data export to support portability rights:
- Go to Settings > Personal Preferences > Export Data
- Export contacts, deals, organizations, and more in CSV format
5. Audit Logs and Data History
Admins can access user activity logs to:
- Track who accessed or modified data
- Support internal audits and accountability
Available under Company Settings > Logs (plan-dependent)
6. Secure Data Storage and Encryption
Pipedrive uses:
- TLS encryption for all data in transit
- 256-bit AES encryption for data at rest
- EU-based data centers (with options for other regions based on your location)
๐ Data Security Features in Pipedrive
| Feature | Purpose |
|---|---|
| ๐ Two-Factor Authentication | Protects accounts from unauthorized access |
| ๐ Role-based Permissions | Limits who can view, edit, or delete sensitive data |
| ๐ Session Timeout | Automatically logs out inactive users |
| ๐ IP Whitelisting | Restricts login access to approved networks (Professional & up) |
| ๐ Activity Logs | Helps monitor usage and data access history |
๐ง Best Practices for GDPR Compliance in Pipedrive
| Task | Tip |
|---|---|
| โ Track consent | Use custom fields or integrations to record opt-ins |
| ๐ Secure access | Require 2FA and strong passwords for all users |
| ๐ Limit visibility | Use roles and permissions to reduce exposure to unnecessary data |
| ๐ Train your team | Make GDPR compliance a standard part of user onboarding |
| ๐ Audit quarterly | Review stored personal data and consent records regularly |
Conclusion
Pipedrive provides tools and practices to help ensure GDPR compliance and data security. While the platform supports your efforts, compliance is a shared responsibility. Make sure your team understands their role in protecting customer data and following legal requirements.