+44 203 287 0899 info@solvaa.co.uk
Decorative image - The featured image for the Solvaa blog post "AI-tomation: How Zapier is using AI to make automation easy Part 5 - Wrapping up and looking forward"

The Fundamentals of data security compliance

Let’s start with a few basic principles that will ensure that you’re meeting your legal obligations when it comes to data security.


General principals of storing user data

There are a few simple rules to follow when it comes to gathering and storing data from clients, or even your employees.
  1. Be transparent about which data you are collecting and for what purpose.
  2. Only store what you need (if you’re signing someone up for a generic newsletter, do you really need to know their date of birth?).
  3. Only store information for as long as it is needed. If you don’t need someone’s data, it should be securely deleted. Likewise, if they request for it to be deleted, you should comply with that request as soon as possible (within the limits of the law).


Local laws and governance

Different countries, and sometimes different regions within a country, have their own laws regarding data security and compliance. If you are collecting customer data, you should be familiar with any laws that are applicable in your country, such as the GDPR for Europe.
Certain fields, for example, medical and other health-related industries, have additional laws and guidelines so make sure that you’re up to date with everything that’s relevant for your industry.



Passwords are the first line of defence against cyber-attacks and other data leaks. Never use the same password for more than one app, if someone is able to get into one of your systems, you can guarantee, they will try the same email and password combination in a number of different apps.
Creating passwords that are both memorable and pass criteria set by apps can be tricky. I recommend using the technique of using 3 to 4 words that make either a sentence or a phrase that gives you a strong visual image. Here’s a great example from the webcomic XKCD:


If you use dozens of apps, it’s still going to be tricky to remember that many ‘memorable’ phrases, so investing in a password manager like LastPass, 1Password or NordPass is always a good move. Password managers store passwords for you, and can generate passwords of different lengths, with combinations of capitals, numbers and special characters to satisfy even the fussiest of websites. Of course, you still need a secure password to get into your password app, so that’s where we can refer back to using 4 words to create a memorable sentence or phrase.


Two-Factor and Multi-Factor Authentication

Also known as 2FA and MFA, many apps offer additional ways to keep your login secure. If you’ve ever been sent a code to your phone after trying to log into an app with a password, you’ve used Two-Fact Authentication. With 2FA, there are two ways of confirming a user’s identity, the first usually being a password, and the second is a device (eg your phone) or token. With MFA, there are multiple different ways that a user’s identity is confirmed.
If you have the option to turn on 2FA or MFA for your apps, doing so will give you a big security boost. Passwords and usernames are regularly leaked onto the dark web, but without the additional layer of authentication, bad actors won’t be able to access your account.


How secure is your software?

When choosing new digital tools for your business, it’s worth looking at their security credentials. Look for information about how they store data, how they ensure data is kept safe and any independent security reviews or credentials, such as SOC 2. Here’s an example of that with Zapier’s Security and Compliance page.
When you start working with a new app, familiarise yourself with the security and privacy settings. Make sure that the data you add to the app is only being shared with the people that need it. This is especially true if you have a team account for a piece of software. For example, you don’t want everyone in your team to have access to all the recordings of every Zoom meeting that happens in your organisation!


Data security when working with consultants and other third parties

When you work with consultants and other third parties, it’s sometimes necessary to give them access to your systems so they can complete any necessary work. This can feel scary, but there are steps you can to minimise risk.


  1. If you have a password manager, you can share your login details without allowing people to view your password; the password manager completes login details, but the end user can’t copy and paste the password to use later.


  2. Only share the level of access needed. Consider whether you need to provide full access to an app (e.g. admin level access) or if there’s a user type with fewer permissions that will work.


  3. Never share user or client information in a public space. If you post in an online community or forum asking for help with something, never share a screenshot of user data. Most screenshot apps have tools that allow you to blur out sensitive information, so make sure that you do that before posting anything online in a space that isn’t private.


  4. When you have finished working with an external party, make sure that you revoke any access granted and change any passwords that you shared with them.


Prioritising data security compliance is essential for protecting your business’s sensitive information and maintaining the trust of your customers.
Safeguarding your data is not just a legal obligation but also a proactive measure to protect your business’s reputation and foster customer confidence. By adopting a proactive approach to data security, you can mitigate risks, enhance trust, and propel your business towards sustained success.

Solvaa is a systems, process and automation consultancy specialising in increasing productivity in your business by improving marketing, sales, operations and financial administration workflows. We help you to simplify and streamline existing processes, integrate your business tools to make data transfer more efficient and automate manual tasks to increase productivity. We are Zapier Certified Experts, Pipedrive Certified Partners, SmartSuite Certified Partners and Xero Certified Advisors.
Book a Discovery call today to learn more about how we can help you supercharge your sales process with Pipedrive.

Related Posts

Case study: Sales process optimisation in Pipedrive brings business health to the forefront at Farnell Clarke

“Kelly is super organised and professional—she’s on it.”  — says Frances Kay, Director and Shareholder at Farnell Clarke. Too Long; Don’t Read (or scroll) Find information quickly on how we helped set Farnell Clarke up for success with our business process...

Looking to inject some AI into your CRM? Check out Pipedrive’s smart features

In today's fast-paced sales environment, staying ahead of the curve is crucial. Traditional CRM systems often bog down sales teams with manual tasks, hindering productivity and efficiency. Pipedrive's AI-powered CRM is here to change that, offering a suite of AI tools...

Tools for small businesses: do you need a spreadsheet or a database?

Choosing the right tools for your small business is crucial for both cost and efficiency. As with many areas in life, it's important to choose the right tool for the right job. When it comes to storing and organising data, many people default to using a spreadsheet...
An image showing spring cleaning for your technology stack.

Spring clean your tech stack: how to review your apps to save money and boost efficiency

As the flowers bloom and the birds chirp, it's time for that annual ritual: spring cleaning. While you're tidying up your physical space, don't forget about your digital domain. Yes, we're talking about your tech stack. The term 'tech stack' refers to the suite of...
Decorative feature image for Solvaa blog post " Boost Your LinkedIn Sales: Streamline your sales process with Surfe and Pipedrive"

Boost Your LinkedIn Sales: Streamline your sales process with Surfe and Pipedrive

LinkedIn sales thrive on effective communication and relationship management. LinkedIn serves as a powerful tool for sales pros to engage with leads and nurture valuable connections, however, it's challenging to get your LinkedIn leads into your CRM in an automated...
Image of the Pipedrive mobile app for Solvaa blog post "Optimise Your Sales Journey On-the-Go with Pipedrive’s CRM Mobile App"

Optimise Your Sales Journey On-the-Go with Pipedrive’s CRM Mobile App

In the dynamic world of sales, maintaining connectivity and organisation is paramount for success. Pipedrive's CRM mobile app presents a comprehensive solution, acting as a versatile sales pipeline and lead tracker that empowers businesses of all sizes to effortlessly...
Decorative image - a header for the Solvaa blog post "Mastering Meeting Efficiency: How Automation Can Make Meetings Better"

Mastering Meeting Efficiency: How Automation Can Make Meetings Better

Meetings. A vital yet often frustrating feature in the landscape of business. Not many people look forward to meetings (there's a reason that "This could have been an email" is now a phrase so viral you can find it on mugs, t-shirts and more), and even fewer enjoy...
Blog featured image for Solvaa blog post Using business automation software and excited to automate something new? Do these things first!

Using business automation software and excited to automate something new? Do these things first!

In the ever-evolving landscape of business processes, automation has become the cornerstone of efficiency and productivity. In this post, we'll delve into the art of enhancing your existing automation infrastructure by seamlessly integrating new automations into the...
Solvaa blog post title image for post "New low-code features from Zapier bring automaton power to the people."

New low-code features from Zapier bring automation power to the people

Have you ever been frustrated when a Zapier app integration doesn't have the action you need? Or perhaps you have Zaps filled with webhook steps, and only the most technical people in your team know how to update or edit them? Zapier has built low-code features App...
The head image for the blog post showing a photo of a calendar on a yellow background. Next to the calendar is the Solvaa Automation academy & consultancy logo. Under that are the logos for the Calendly and Zapier apps.

Create a Zap for rescheduled Calendly events by adding one simple step

When you're using Zapier, it can be frustrating if the trigger or action you need doesn't exist. If you're technically minded, you may be able to build your own, but sometimes there's a simpler solution. If you're using Calendly with Zapier, you'll know that there...
A laptop with screen showing software app icons which are flying out of the screen.

How to review your apps and choose the best software for your business

These days, businesses use a wide range of software tools to perform their everyday tasks. Some of them may be very old, desktop or local network legacy systems which are creaking at the seams. Businesses may also use spreadsheets and word processing software to do...
Businesswoman relaxing at her desk with her eyes closed and fingers in a meditation pose

How to be productive without overwhelm to protect your mental health

With such a focus these days on productivity, and pressure to get as much done as possible, trying to cram everything in can sometimes lead to feelings of overwhelm and anxiety. True productivity should actually do the opposite and create more pockets of time to do...
A group of young business people raising their hands in a business meeting.

Who would benefit from the Solvaa Automation Academy training programmes?

If you'd love to jump on the automation bandwagon but struggle to navigate the myriad of information you find online, then we can help. Even if you have dabbled with Zapier you might be worried that you're doing it wrong or are not 100% sure that you're using the...
Jigsaw pieces which have text for the benefits of automation and a separate piece which says Automation Blueprint, as a concept of the blueprint being the missing piece of the jigsaw.

Our automation blueprint : the perfect way to learn how to use Zapier

  We often talk about the benefits of business process automation but do you find the idea of automation a bit daunting? You may be keen to improve business performance, reduce human error and get rid of all the boring mundane tasks but wonder where on earth to...
Business growth concept in shades of blue with arrow pointing upwards and text Automation Growth next to a bar chart.

What are the latest trends in automation and how is it growing?

As automation superfans, we witness first-hand how it is transforming businesses, but it's great when this experience is shared by others. We were really excited to read the recent Workato report which is a comprehensive review of their users and how they use...
Pages from a calendar with heading of ‘Four Day Week’ and a fountain pen.

How to make a 4 day working week more productive

Many UK businesses are participating in a 6-month pilot programme for their employees to work a four-day week but get the same pay and benefits that they would if they were full-time. It might sound too good to be true but the expectation is that increasing...
Male businessman with a tablet in his hand and icons representing business process automation floating above it.

How to get started with automation and work smarter, not harder

Are you feeling overwhelmed by your to-do list? Do you feel like you're working all the time but not getting anywhere? If so, it might be time to start using automation to help lighten the load. Automation helps you work smarter, not harder, and in this blog post...
Group of young employees in a meeting room giving each other a high five.

Business owners : 5 Reasons why you must empower your workforce with automation

As a business owner, you're always looking for ways to stay ahead of the competition.  You may have heard about the power of automation and how it can help your business grow.  But you may be wondering: is automation really worth it?  Here are five reasons why you...
Wooden blocks with black letters spelling MYTHS on a blue background with heading Business Automation above.

Busting Business Automation Myths : We Reveal The Truth

You’ve heard the hype surrounding business automation, but are these claims true? As a small business owner, you're always looking for ways to save time and streamline your operations. It's no secret that automation can be a powerful tool in achieving this goal. In...
Concept of business meeting showing an overhead shot of hands from a group of business people looking at a colourful report and pointing their pens over it.

How business owners can benefit from no-code workflow automation in 2022

Everyone is talking about the no-code revolution and “no-code” is one of 2022’s most common business buzzwords.  But what exactly is “no-code” and how can no-code automations help business owners?   What does no-code workflow automation mean? A no-code solution...
Automate ebook

Get our free ebook

Learn about how business process automation with Zapier can help you to run your business on autopilot. The ebook is packed with real-life examples, use cases, and success stories. Whatever kind of business you have, you can use automation to help you work smarter, not harder.

Thanks! Your ebook is on the way.

Pin It on Pinterest