Utilizziamo cookie tecnici per personalizzare il sito web e offrire all’utente un servizio di maggior valore. Chiudendo il banner e continuando con la navigazione verranno installati nel Suo dispositivo i cookie tecnici necessari ai fini della navigazione nel Sito. L’installazione dei cookie tecnici non richiede alcun consenso da parte Sua. Ulteriori informazioni sono contenute nella nostra Cookie Policy.

Important aspects to consider regards to databases


published on 22 May 2023 | reading time approx. 3 minutes

Companies across industries are increasingly reliant on client databases. In the modern data-driven business landscape client personal data is spread through almost every aspect of a business - from the delivery address of an order to providing personalized experiences and using client data to create marketing campaigns. Therefore, it is all the more important to store client data as securely as possible, ensuring the company maintains the trust and confidence of customers while adhering to legal requirements.

Key factors to consider when creating a client database:

Obtaining the consent of the individual

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.

Identifying the purpose(s) of the database

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.

Limiting data collection

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.

Maintaining data accuracy and transparency

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also be accurate and updated when necessary, ensuring that personal data is deleted or rectified if it is inaccurate or out of date.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.

Storing and handling client data securely

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. 

Data protection impact assessments (DPIAs)

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.



Contact Person Picture

Staņislavs Sviderskis

Assistant Attorney, Certified Data Protection Specialist

Senior Associate

+371 6733 8125

Invia richiesta


Discover more about our offices in Latvia. 
Deutschland Weltweit Search Menu