Important aspects to consider regards to databases

Key factors to consider when creating a client database:

Companies must obtain explicit and well-informed consent from individuals before collecting and processing their personal data. It is advised to keep records of consents obtained and allow individuals to easily withdraw their consent at any time.

Whether it is administering fees, sending newsletters, providing access - each is an ongoing data processing purpose and has its own data processing. Not all customers should be sent e-mail advertisements, but only those who have consented, or at least not objected, if the advertisement is for items that they have already purchased.

Companies should only collect the necessary data required to achieve the intended purpose. It is necessary to assess exactly what personal data is required from the client. The less personal data a company holds, the less risk it creates for its customers if it faces a personal data breach.

The information contained in the customer database must also be accurate and updated when necessary, ensuring that personal data is deleted or rectified if it is inaccurate or out of date. Regularly check and update customer information such as email addresses, phone numbers and home addresses.

Customer data must be stored securely. If stored electronically, this should include encryption or password protection. It is advised to restrict the staff who can access customer information. The client database should be designed so that personal data can be both secure, as well as easily accessible, edited or deleted. If the company operates in several regions and online, it is advised to create one specific database where all customers can be registered, rather than one for each store or platform. 

Another key element is to conduct DPIAs for high-risk processing activities that involve systematic or large-scale processing of sensitive data, to assess and mitigate potential privacy risks before initiating such activities.

This is a general overview of the key factors to consider when creating a client database. The more carefully and responsibly personal data of customers is handled, the more trust it will create in the relationship between the user and the merchant. 

Specific requirements regarding data protection in companies should be thoroughly reviewed and understood when implementing a client database. Consulting legal and privacy professionals is highly recommended to ensure compliance with all applicable regulations.