Did you know that 88% of organisations consider improving data security a top priority, yet many still use CRMs that store client data on external servers?
If your CRM stores client data externally, your business could face risks you can’t afford. Customer data is the cornerstone of delivering personalised experiences, informed decisions, and strong relationships. But with great data comes great responsibility. Without robust security measures, trust can be lost, and compliance issues may arise.
This is where secure CRM software becomes essential. It protects sensitive customer information, ensures compliance with data privacy regulations, and integrates seamlessly with existing tools like Microsoft 365.
In this blog, we’ll explore why data privacy in CRM is so important, the challenges businesses face, and how SharePortals can help overcome these obstacles.
Why Data Privacy is a Key Priority for Businesses
Every time a customer shares their personal information, they trust your business to handle it responsibly. Mismanaging this data not only leads to legal consequences but can also damage your reputation. Here’s why data privacy should be at the top of your agenda:
1. Protecting Customer Data Security
CRM and Document Management systems store valuable information such as customer profiles, contact details, and purchase histories. Without the right protections in place, this data becomes a target for cyberattacks. Breaches not only expose sensitive information but also lead to costly fines and lost trust.
2. Complying with Regulations
Data protection laws like GDPR are designed to safeguard customer privacy. These regulations impose strict rules on how businesses collect, store, and use personal data. Secure CRM and DMS software ensures your system meets these legal requirements, making compliance straightforward.
3. Building Customer Trust
A secure CRM system demonstrates to your customers that their data is in safe hands. When people know their information is protected, they’re more likely to stay loyal and continue engaging with your business.
The Role of Integration in CRM Security
Integrating your CRM system with a platform like Microsoft 365 enhances security and improves efficiency across your business. By consolidating workflows and leveraging the advanced features of Microsoft’s ecosystem, integration helps protect sensitive customer data while streamlining daily operations. Here’s how integration supports both security and data privacy:
Centralised Data Management
A well-integrated CRM ensures all customer information is stored and managed within a single, secure environment. Consolidating your data reduces silos, ensures consistency, and makes it easier to track and protect important records.
Better CRM Document Management
Connected systems allow businesses to securely organise and retrieve customer documents. By integrating with Microsoft 365, businesses benefit from robust security measures that protect documents from unauthorised access, while ensuring they remain easy to access for authorised users.
Simplified Compliance
Integrating your CRM with Microsoft tools, such as Microsoft Purview, supports compliance with data privacy regulations like GDPR. These built-in compliance features reduce the need for extra tools or time-consuming manual processes, helping your business stay on top of regulatory requirements.
How SharePortals Helps You Take Control of Data Privacy
SharePortals is designed to address the specific challenges businesses face when managing customer data. By offering a solution that prioritises security, compliance, and integration, SharePortals stands out as an effective choice for businesses of all sizes.
1. Full Control Over Your Data
Unlike many CRM providers that rely on their own, external servers, SharePortals stores all customer information directly within your Microsoft 365 environment. This ensures you maintain ownership of your data, reducing risks associated with third-party hosting.
2. Privacy Features Built In
SharePortals integrates with Microsoft Purview to provide advanced privacy and compliance tools. From managing access permissions to auditing data usage, these features make it easier to align with regulations like GDPR.
3. Seamless CRM Document Management
SharePortals simplifies document handling by centralising records in one secure location. Whether it’s preparing for an audit or managing day-to-day workflows, SharePortals ensures that your files are both accessible and protected.
Best Practices for Maintaining Customer Data Privacy
Even with a secure CRM system in place, it’s important to follow best practices to keep your data safe:
- Limit Access to Sensitive Data: Use role-based permissions to control who can view and edit customer information.
- Encrypt Your Data: Protect customer information by encrypting it during storage and transfer.
- Train Your Team: Ensure employees understand the importance of data privacy and how to handle sensitive information securely.
- Perform Regular Security Audits: Periodically review your systems to identify and fix any vulnerabilities.
- Back Up Data: Regular backups ensure you can recover important information if something goes wrong.
Take Control of Your CRM Security and Privacy with SharePortals
Protecting customer data isn’t just a legal obligation—it’s a way to build trust and set your business apart. SharePortals combines robust CRM security with seamless integration into your existing Microsoft 365 environment, giving you full control over your data while simplifying compliance.
Whether you need to improve CRM document management, ensure customer data security, or streamline your operations, SharePortals offers a solution that works for your business. By choosing SharePortals, you’re investing in a system that not only protects your data but also supports your long-term growth.
Ready to take control of your customer data and simplify your CRM processes? Book a call with our team today to learn how SharePortals can help your business thrive.