April 29, 2024

How do I manage GDPR compliance for European customers within HubSpot?

Hubspot logo

Step 1: Access Your HubSpot Account

  • Log into your HubSpot account.
  • From the main dashboard, navigate to the top right corner and click on your profile picture.
  • From the dropdown, select “Settings.”

Step 2: Locate GDPR Settings

  • On the left-hand side menu under “Privacy & Compliance,” click on “GDPR.”
  • This will take you to the main GDPR settings page within HubSpot.

Step 3: Activate GDPR Functionality

  • Toggle the switch that says “General Data Protection Regulation (GDPR)” to turn it on.
  • HubSpot will display a range of GDPR-related tools and functionalities that can be activated.

Step 4: Configure Cookie Tracking Settings

  • Click on the “Cookie Tracking” section.
  • Configure the settings to ask for consent before tracking cookies from European visitors.
  • Customize the cookie banner text, ensuring transparency about the type of cookies used and their purpose.

Step 5: Set Up GDPR Compliant Forms

  • Navigate to your forms tool.
  • For each form intended for European customers, enable the GDPR notice.
  • Ensure you add a consent checkbox for users to actively agree to your data processing and storage terms.
  • Clearly specify how you intend to use the data collected.

Step 6: Manage Data Deletion Requests

  • Under the GDPR settings, find the “Data Deletion” section.
  • HubSpot will provide tools for deleting contacts based on specific criteria, ensuring compliance with the GDPR's "Right to be Forgotten" provision.

Step 7: Document Lawful Basis of Processing

  • Track and document the lawful basis for every piece of data you process.
  • HubSpot allows for the creation of properties to record consent, contract necessity, legal obligations, legitimate interests, etc.

Step 8: Manage Data Export Requests

  • Comply with the GDPR's "Data Portability" clause by being ready to export a contact's data upon request.
  • Under the contact's profile, you can find an “Export” option which will compile all stored data for that specific contact.

Step 9: Regularly Review and Audit Data Collection Points

  • Periodically revisit all data collection points (like forms) to ensure compliance.
  • Make updates as required, especially if there are changes in data usage policies.

Step 10: Stay Informed & Train Your Team

  • Ensure all members of your team are aware of the GDPR compliance steps and features within HubSpot.
  • Regularly check for HubSpot updates or feature additions related to GDPR.
  • Keep abreast of any changes to GDPR regulations to ensure ongoing compliance.