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.
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