How To Protect Subscriber’s Data On Your Newsletter

If you collect any kind of information from your newsletter subscribers, you can no longer afford to ‘wing it’.

GDPR and CCPA laws do a great job of protecting people’s personal information, but also have significant implications for businesses that operate online. 

If you send out newsletters to your subscribers, you need to ensure that your operations are compliant with these new privacy laws. 

3 key ways to protect your subscriber’s data 

A few simple steps to take to ensure that you’re protecting your subscribers’ data include:

  1. Know what data you collect: Don’t collect any personal information that you don’t need.The more data you keep about your subscribers, the more higher the chance you will infringe on an existing or future privacy law.
  2. Control your data storage: First, don’t store data that you aren’t using. If possible, periodically delete old data that you don’t need. check if external or third parties have access to your data and what security protocols they have in place.
  3. Communicate with your subscribers: People appreciate transparency. Make sure subscribers know what your policy is and can easily opt in or out.  
GDPR guidelines for subscriber data protection
Endpoint Protector, 2021

GDPR in a nutshell 

The GDPR stands for the General Data Protection Regulation. It was put into place by the European Union in 2016 and came into effect in 2018. Broadly speaking, the GDPR regulates and protects the personal data and privacy of EU citizens across all 28 member states.

There area lot of things that you need to consider to make sure that your operations are GDPR compliant (or else face hefty fines). GDPR gives subscribers with the following rights:

  • The right to be informed 
  • The right of access
  • The right to rectification
  • The right to erasure 
  • The right to restrict processing 
  • The right to data portability 
  • The right to object 
  • Rights related to automated decision making and profiling

In a nutshell, the GDPR gives people the right to know what personal data is being processed and collected and empowers them to modify, erase, restrict or otherwise object to it. It applies to any businesses operating in the EU as well as businesses offering goods or services to EU citizens.

CCPA rules for subscriber data protection
Dropsuite, 2021

CCPA in a nutshell

The CCPA refers to the 2018 California Consumers Protection Act. This law aims to increase Californians’ privacy rights and give them more control over their collection and processing of their personal information.

The CCPA has a variety of implications for businesses that collect and process your subscriber’s data. And in relation to newsletters and e-marketing more generally, it gives subscribers the following rights:

  • To know what personal information is being collected and why, as well as how it will be processed, used and shared.
  • To request access to, modify or remove personal information that’s been collected.
  • To prohibit or opt-out of the sale of their personal information. In the case of minors, they must opt-in or obtain parental consent.
  • To not face discrimination for exercising the rights accounted for under the CCPA.

The CCPA is relatively new and only came into effect in 2020. Check out these Osanos CCPA guides to make sure you’re compliant if you have Californian readers. 

Software to help you manage your newsletter subscriber’s data

To avoid deciphering data protection laws, you can be careful with your data or use pre-built software.

  1. Osano:  Handles consent management, subject rights management, GDPR representative services, vendor risk monitoring, policy change detection, vendor lawsuit alerts and privacy law alerts. 
  2. TrustArc: Built on 4 core elements: understand, plan & prioritize, implement and demonstrate. Enables you to develop thorough, end-to-end privacy management programs. 
  1. GDPR365: Helps small and medium-sized businesses with GDPR compliance. Has features like subject access requests, data protection impact assessments, data breach reporting, governance documentation, third-party processing & data sharing, data mapping, and employee awareness functionalities.

Wrapping your head around data protection

It’s incredibly important that the personal information people submit online is protected. Not only from a legal perspective, but also a financial one. The fines for ignoring these laws are massive and can be applied globally.

Paved as a company that deals with millions of data points, takes privacy law seriously. We make sure that at all times, our users and their readers are well protected.

This was a guest post written by Egle Adomynaite