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Privacy and GDPR

How to handle your customers' personal data under GDPR in Elooo System

Your company is the data controller for your contacts' data and Elooo System is the processor that stores it on your behalf. Choose a legal basis, collect only what you need and handle access, correction or deletion requests from Contacts.

Updated on

Before you start

  • This article explains the general rules and what to do in Elooo System. It isn't legal advice: for specific cases, talk to a data protection specialist.
  • GDPR (General Data Protection Regulation, EU 2016/679) applies whenever you process personal data of people in the European Union. The UK applies it through the UK GDPR.
Where to find it

Contacts › contact record

Step by step

  1. Know your role. Your company is the data controller: it decides what data to collect, why and for how long. Elooo System is the data processor: it stores and processes the data only on your instructions and never uses it for its own purposes.
  2. Choose a legal basis before collecting data (for example consent, performance of a contract or legitimate interest). Don't change it later without a good reason.
  3. Tell people. Add a link to your privacy policy on the forms, pages and widgets where you collect data.
  4. Collect only what you need and don't keep data longer than necessary.
  5. Limit who can see data. Give each user only the permissions they need and, where it makes sense, turn on Only Assigned Data in Settings › My Staff.
  6. Handle data subject requests. When a customer asks to access, correct or delete their data:
    • Find them in Contacts and open their record.
    • For access, review their data and history and send them the information.
    • For correction, edit the fields and save.
    • For deletion, delete the contact and confirm.
  7. If you need the Data Processing Agreement (DPA) or the list of sub-processors, ask Elooo System support.

Tips

  • Record how and when each contact gave consent (for example with a tag or a custom field).
  • Turn on two-step verification for every user: it protects your customers' data.
  • Regularly review who has access to the account and remove users who no longer need it.

Common problems

  • A customer asked to be deleted but still gets messages → Make sure you deleted the right contact and that there's no other record with the same email or phone. Also remove them from active campaigns and workflows.
  • I'm not sure I can import an old contact list → Only import contacts you have a valid legal basis for. If in doubt, ask a specialist.
  • A teammate can see data they shouldn't → Reduce their permissions in Settings › My Staff or turn on Only Assigned Data.

Frequently asked questions

Can data be transferred outside the European Economic Area?

Yes. In that case the Data Processing Agreement uses Standard Contractual Clauses so the transfer is lawful.

Will Elooo System tell me if it receives a request from a data subject?

Yes. If a data subject makes a request directly, your company is informed so it can be handled according to your instructions.

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