In today’s hyperconnected world, providing a seamless and personalized customer experience (CX) across various channels is essential for businesses to thrive. An omnichannel CX solution allows companies to engage with customers on multiple platforms, including websites, mobile apps, social media, and physical stores. As businesses integrate channels such as SMS, video, VOIP calling and other tools, compliance burdens increase. In this case, a GDPR compliant CPaaS solution can help build compliance from the get go.
In this blog, we will learn how businesses can stay ahead of the curve when it comes to GDPR. You will also learn how working with a GDPR compliant communications provider can help you stay in control of your business operations.
EnableX, a leading communications provider, helps global businesses with operations in the EU and UK build robust business solutions with embedded video conferencing, live streaming, SMS and intelligent conversations.
How can you build GDPR compliant communications solutions?
EnableX is one of the few communications platforms globally to offer CPaaS deployments on its own, clients’ or hybrid cloud deployments. Additionally, we also offer fully on-premises deployments, helping organisations control how they manage their data while keeping their operations agile. To learn more about our solutions, click any of the buttons below:
What is GDPR?
The General Data Protection Regulation (GDPR) is a comprehensive European Union (EU) regulation that came into effect on May 25th, 2018. GDPR is designed to protect the personal data of EU citizens and residents by setting strict rules for data handling, processing, and storage. It applies to all organizations, regardless of their location, that process personal data of individuals within the EU.
Why is GDPR compliance important?
As customer data becomes more critical for tailoring these experiences, organizations must also prioritize data privacy and protection, especially with the advent of regulations like the General Data Protection Regulation (GDPR) in the European Union (EU).
GDPR is a comprehensive data protection regulation that came into effect in May 2018, designed to safeguard the personal data of EU citizens. Even if your business operates outside the EU, if you collect or process data of EU citizens, you must comply with GDPR. Here’s a beginner’s guide to building an omnichannel CX solution that complies with GDPR:
Understanding Personal Data handling for GDPR
One of the fundamental aspects of GDPR compliance is recognizing what constitutes personal data. Personal data under GDPR includes any information that can directly or indirectly identify an individual. This can encompass a wide range of data, such as names, email addresses, phone numbers, IP addresses, and even location data.
Mapping Data Flows for GDPR
To ensure GDPR compliance in your omnichannel CX solution, begin by mapping how personal data flows through your organization. Identify the types of data you collect, where it’s stored, who has access to it, and how it’s processed. This exercise will help you pinpoint potential vulnerabilities and areas where GDPR compliance is critical.
GDPR Data Protection by Design and Default
GDPR mandates that data protection should be integrated into the design and default settings of your systems. When building your omnichannel CX solution, consider the following:
- Privacy by Design: Incorporate privacy considerations at the early stages of development, ensuring that data protection is an integral part of your system architecture.
- Default Privacy Settings: Configure your system with privacy-friendly settings as the default, allowing users to opt-in for data processing rather than requiring them to opt-out.
One of the most critical aspects of GDPR compliance in CX solutions is consent management. Ensure that you:
- Request Explicit Consent: Clearly state what data you’re collecting, why, and how it will be used. Users must actively consent to this.
- Granular Consent: Allow users to provide consent for specific types of data processing, giving them control over their data.
- Easy Withdrawal: Make it easy for users to withdraw consent at any time. Provide a clear and accessible method for doing so.
Secure Data Handling
Implement robust security measures to protect personal data throughout its lifecycle:
- Encryption: Encrypt data both in transit and at rest to prevent unauthorized access.
- Access Controls: Restrict access to personal data to authorized personnel only.
- Regular Audits: Conduct regular security audits and assessments to identify vulnerabilities and ensure compliance.
Data Subject Rights
Be prepared to handle data subject rights requests, which include:
- Access Requests: Individuals have the right to request access to their personal data. Have a process in place to provide this information when requested.
- Data Erasure (Right to be Forgotten): Be able to delete an individual’s data upon their request, unless there are legal reasons for retaining it.
- Data Portability: Enable users to request their data in a machine-readable format for easy transfer to other services.
Employee Training and Awareness
Ensure that your employees are trained in GDPR compliance and aware of their responsibilities regarding data protection and privacy. This includes regular training sessions and ongoing awareness campaigns.
Data Breach Response
Prepare a data breach response plan that outlines how your organization will react in case of a security breach. This should include reporting the breach to the appropriate authorities and notifying affected individuals promptly.
If your omnichannel CX solution involves third-party vendors, ensure that they also comply with GDPR. Conduct due diligence on their data handling practices and include GDPR compliance clauses in contracts. As a leading communications provider, EnableX is compliant to GDPR, and offers multiple services across live video calls, video streaming, SMS, WhatsApp and intelligent conversational engines to manage modern business workflows.
Ongoing Compliance Monitoring
GDPR compliance is an ongoing process. Regularly review and update your data protection measures to adapt to changes in your CX solution and evolving regulations.
Don’ts of GDPR Compliance
- Data Hoarding: Avoid collecting more data than necessary for CX improvement. Retain data only for the period required to fulfill the purpose for which it was collected.
- Hidden Terms: Do not bury privacy terms and consent options in lengthy terms and conditions or privacy policies. Make them easily accessible and understandable.
- Third-Party Data Sharing: Do not share customer data with third parties without explicit consent unless it is necessary for providing the CX service. Even then, ensure strict data protection agreements are in place.
- Ignoring Data Subject Rights: Do not ignore or delay responding to data subject requests, such as access, rectification, or erasure of their data. GDPR requires timely responses.
- Inadequate Security: Neglecting data security measures can lead to data breaches, which can result in severe penalties under GDPR. Avoid this by investing in cybersecurity.
Building a GDPR-compliant CX solution is not only essential for legal compliance but also for establishing trust with your customers. By following the principles of GDPR, respecting individuals’ rights, and implementing appropriate security measures, you can create a CX solution that not only enhances customer satisfaction but also respects their privacy. Remember that GDPR is an ongoing commitment, and it’s essential to stay updated on regulatory changes and adapt your CX solution accordingly to ensure continued compliance.
EnableX platform provides comprehensive documentation, tutorials, and developer resources to assist users in implementing and utilizing its video API effectively. We have a support team to help users with any questions or concerns. The team ensures that users have an easy and trouble-free experience.
EnableX provides a dependable and advanced solution for video, voice, SMS, and WhatsApp communication, benefiting various industries like business, telemedicine, and education. It helps organizations effectively utilize the power of video communication.
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The information provided in this blog is intended to offer general business advice and insights on GDPR compliance in the context of developing video, voice, SMS, and voice solutions. It is not, and should not be construed as, legal advice.
While we strive to ensure that the content is accurate and up-to-date, the field of data protection and privacy regulations is complex and subject to changes and interpretations by legal authorities. Therefore, it is imperative to consult with qualified legal professionals or data protection experts who can provide tailored guidance and ensure that your specific business practices comply with the GDPR and other relevant data protection laws.
The content of this blog is for informational purposes only and should not be used as a substitute for professional legal counsel. We do not accept responsibility or liability for any actions taken or not taken based on the information provided in this blog. Your specific circumstances may require unique legal solutions, and therefore, it is advisable to seek legal advice that is tailored to your particular situation.
By reading this blog, you acknowledge that it is not a substitute for professional legal advice, and you should consult with legal experts to address your GDPR compliance needs. Your use of the information in this blog is at your own risk, and we disclaim any responsibility for any legal or business decisions made based on its content.
Frequently asked questions about GDPR compliance:
Yes, GDPR applies to any organization that processes the personal data of individuals in the EU, regardless of the organization’s location.
Non-compliance can result in significant fines, which can be as high as €20 million or 4% of the company’s global annual turnover, whichever is higher.
No, you should only retain customer data for as long as necessary for the purpose for which it was collected. GDPR emphasizes data minimization and storage limitation.
Before using third-party tools, ensure they have robust data protection measures, sign data processing agreements, and perform due diligence on their GDPR compliance.
You must promptly erase the customer’s data, unless there is a legal obligation to retain it or a legitimate reason for keeping it.