{"id":4790,"date":"2018-05-31T14:05:58","date_gmt":"2018-05-31T12:05:58","guid":{"rendered":"https:\/\/woodpecker.co\/blog\/?p=4790"},"modified":"2025-01-21T10:26:05","modified_gmt":"2025-01-21T09:26:05","slug":"gdpr-encryption","status":"publish","type":"post","link":"https:\/\/woodpecker.co\/blog\/gdpr-encryption\/","title":{"rendered":"What is GDPR-encryption and Why Did We Add It?"},"content":{"rendered":"<p>Woodpecker has committed itself to help you comply with the General Data Protection Regulation as evident in the <a href=\"https:\/\/woodpecker.co\/gdpr-compliance\/\" target=\"_blank\" rel=\"noopener noreferrer\">GDPR compliance<\/a> available on the main website.<\/p>\n<p>To deliver on that promise, we\u2019ve recently added a new feature to the Woodpecker app.<\/p>\n<p>A feature that makes it easier for you to run a GDPR-compliant email campaign and safely\u00a0process personal data of your prospects in Woodpecker.<\/p>\n<p>As described <a href=\"https:\/\/woodpecker.co\/blog\/cold-email\/general-data-protection-regulation\/\" target=\"_blank\" rel=\"noopener noreferrer\">here<\/a>, GDPR introduced the storage limitation principle. It basically means that you can process personal data of your EU prospects\u00a0as long as you have\u00a0a well-defined purpose of processing.<\/p>\n<p>Once that purpose is no longer valid, you\u2019re expected to delete the data. You cannot keep it in your prospect base forever. And that&#8217;s even if you don&#8217;t contact your prospects ever again, because keeping data is still a form of processing.<br \/>\n\n<aside class=\"cta-block cta-block--a-version js-cta-block ab-no-10-cta-block ab-no-11-cta-block\">\n  <p class=\"cta-block__heading u-heading-preset-md-600\">Send powerful emails &amp; boost replies<\/p>\n  <div class=\"cta-block__form-container\">\n    <form class=\"js-cta-block-form\" action=\"https:\/\/woodpecker.co\/signup\/\" class=\"cta-block__button-only-form js-cta-block-no-input-form\">\n      \n\n\n\n\n\n\n\n\n<button class=\"c-button js-button c-button--color-main c-button--size-small u-focus-visible-outline\">\nStart free trial\n<\/button>    <\/form>\n    \n    <form class=\"c-input-button-form js-cta-block-form cta-block__form\" action=\"https:\/\/woodpecker.co\/signup\/\" method=\"POST\" novalidate>\n        \n  <div class=\"c-form-field js-form-field  c-input-button-form__form-field\">\n    \n    <label class=\"c-label c-form-field__label\" for=\"cta-block-form-email-785720469\">Work email<\/label>\n\n                    \n  <input class=\"c-input  js-input c-input-button-form__input\" placeholder=\"will@woodpecker.co\" name=\"email\" id=\"cta-block-form-email-785720469\" type=\"email\" \/>\n            \n    <span class=\"c-form-field__error js-error\">\n                                      Invalid email format\n        \n\n                <\/span>\n  <\/div>\n\n        <div class=\"c-input-button-form__button\">\n          \n\n\n\n\n\n\n\n\n<button class=\"cta-block__button c-button js-button c-button--color-main c-button--size-small u-focus-visible-outline\">\n                Start free trial\n        \n\n<\/button>        <\/div>\n\n            <\/form>\n  <\/div>\n<\/aside><\/p>\n<h2>When do you no longer have a valid reason for keeping the data?<\/h2>\n<h3>Scenario #1:<\/h3>\n<p>One way that your reason for processing personal data expires is this one:<\/p>\n<p>You finished sending a cold email sequence and you didn\u2019t get any reaction from some of your prospects. They didn\u2019t answer back to any of your emails. They ignored you.<\/p>\n<p>That means that you no longer have a valid reason for keeping their personal data <span style=\"font-weight: 400;\">\u2013<\/span> and therefore you should remove it from your prospect base.<\/p>\n<p>Please note that GDPR does not specify the time period after which you should stop processing personal data. In case of cold email campaigns, we advise to GDPR-encrypt \u00a0all the EU prospects within Woodpecker, that\u00a0did not reply within 30 days\u00a0since adding them to your prospect base.<\/p>\n<p>Blacklisting the prospects isn&#8217;t enough. You will still be able to access their data after giving them a blacklist status\u00a0<span style=\"font-weight: 400;\">\u2013\u00a0<\/span>and that&#8217;s processing. The new feature allows you to GDPR encrypt unresponsive prospects.<\/p>\n<p>It means their personal data will no longer be processed, neither by you nor by Woodpecker. You&#8217;ll find more information about it later in this post.<\/p>\n<h3>Scenario #2:<\/h3>\n<p>Another scenario goes like this:<\/p>\n<p>You&#8217;ve sent a cold email to some prospects who are EU citizens, and a couple of\u00a0them\u00a0ask you to stop contacting them and to stop processing their personal data. They have a right to do that. They can exercise their right to be forgotten.<\/p>\n<p>So your reason for keeping their data in your prospect base expires. You need to delete them from your contacts.<\/p>\n<p>However, how to make sure you won\u2019t contact those people again?<\/p>\n<p>A sound reasoning is blacklisting them in the Woodpecker app. But, as I mentioned, as long as you can see their data, it&#8217;s still processing under GDPR.\u00a0So you feel like the right thing to do is just deleting them for good.<\/p>\n<p>But&#8230;<\/p>\n<p>What if in a few months, you prepare a new campaign and you forgot who asked you to stop contacting them?<\/p>\n<p>You\u00a0fire up\u00a0a new campaign, and you email\u00a0some of the people who had previously asked you to remove their data.<\/p>\n<p>This way, you&#8217;d also commit a breach of GDPR.<\/p>\n<p>How can you\u00a0prevent that without keeping their personal data somewhere? Again, GDPR encryption\u00a0is a solution in this case.<\/p>\n<h3>Scenario #3:<\/h3>\n<p>Another example: you want to give your prospects a clear way to opt out of your cold email campaign. So you put an \u2018unsubscribe\u2019 link in your cold email copy. But what happens once they click on it?<\/p>\n<p>Previously, if you didn\u2019t want to reach out to a given contact in Woodpecker, you could have blacklisted them. That way, Woodpecker wouldn\u2019t send them any more messages until you changed their status.<\/p>\n<p>Yet, if the unsubscribed prospects are EU citizens, that&#8217;s not enough under GDPR, because you\u2019d still have access to the personal data of those blacklisted contacts, which means\u00a0you&#8217;d be processing their data.<\/p>\n<p>For those reasons, we needed to add a new feature to\u00a0Woodpecker: the GDPR encryption.<\/p>\n<p>That feature is active for some time now, and I\u2019m going to tell you how it works.<\/p>\n<h2>What is GDPR encryption in the Woodpecker app?<\/h2>\n<p>In order to respect the storage limitation principle, Woodpecker allows its users to GDPR-encrypt chosen prospects&#8217; data. That means you stop processing the data.<\/p>\n<p>Additionally, you get an option to choose if the \u2018unsubscribe\u2019 link, which you previously decided to include in the copy of your email, should allow the recipients not only to unsubscribe from further correspondence, but also have their data removed from further processing.<\/p>\n<p>Keep reading to fully understand how it works.<\/p>\n<h3>How does it work?<\/h3>\n<h4>Manual GDPR encryption<\/h4>\n<p>You can encrypt the personal data of any given prospect manually. Just go to \u2018Prospects\u2019, click on &#8216;Actions&#8217;, and you can apply GDPR encryption to any contact on your list you like.<\/p>\n<p>The GDPR-encrypted prospects will not only be\u00a0marked as &#8216;opt-out,&#8217; but their personal data will be erased from the Woodpecker database. This way, you won&#8217;t contact them by mistake and you won&#8217;t be able to access the data <span style=\"font-weight: 400;\">\u2013<\/span> hence, you&#8217;ll stop processing it.\u00a0<\/p>\n<img decoding=\"async\" loading=\"lazy\" class=\"aligncenter wp-image-4822 size-full\" src=\"https:\/\/woodpecker.co\/blog\/app\/uploads\/2018\/05\/gdpr.mary_.1-1.png\" alt=\"GDPR encypt in Woodpecker view\" width=\"698\" height=\"156\" srcset=\"https:\/\/woodpecker.co\/blog\/app\/uploads\/2018\/05\/gdpr.mary_.1-1.png 698w, https:\/\/woodpecker.co\/blog\/app\/uploads\/2018\/05\/gdpr.mary_.1-1-300x67.png 300w\" sizes=\"(max-width: 698px) 100vw, 698px\" \/>\n<p>&nbsp;<\/p>\n<p>This function will allow you to encrypt the data of the EU prospects who\u00a0have not replied\u00a0for more than 30 days. Check out <a href=\"https:\/\/help.woodpecker.co\/article\/123-how-to-use-gdpr-encryption\">Woodpecker&#8217;s\u00a0help section<\/a> for detailed instruction on how to use it.<\/p>\n<h4>Automatic GDPR encryption<\/h4>\n<p>Another option to have your EU prospects GDPR-encrypted is to switch to\u00a0an additional option with\u00a0the &#8216;unsubscribe&#8217; link, which you may decide to include in your message.<\/p>\n<p>Once the option is on,\u00a0upon clicking\u00a0the &#8216;unsubscribe&#8217; link in your email,\u00a0your prospects\u00a0will be\u00a0redirected to a landing page where they need to confirm their decision about what should happen with their data.<\/p>\n<p>They may choose to simply unsubscribe from further correspondence, or request their data deletion. If they go for the latter option, their personal data in Woodpecker will automatically get GDPR-encrypted.<\/p>\n<img decoding=\"async\" loading=\"lazy\" class=\"aligncenter wp-image-4814 size-full\" src=\"https:\/\/woodpecker.co\/blog\/app\/uploads\/2018\/05\/Unsubscribe-landing-scaled.png\" alt=\"gdpr-unsubscribe-woodpecker\" width=\"698\" height=\"433\" srcset=\"https:\/\/woodpecker.co\/blog\/app\/uploads\/2018\/05\/Unsubscribe-landing-scaled.png 698w, https:\/\/woodpecker.co\/blog\/app\/uploads\/2018\/05\/Unsubscribe-landing-scaled-300x186.png 300w\" sizes=\"(max-width: 698px) 100vw, 698px\" \/>\n<p>&nbsp;<\/p>\n<p>You can activate the automatic GDPR encryption in the campaigns\u00a0message editor.\u00a0Check out\u00a0<a href=\"https:\/\/help.woodpecker.co\/article\/123-how-to-use-gdpr-encryption\">Woodpecker&#8217;s\u00a0help section<\/a>\u00a0for a step-by-step instruction on how to set that up.<\/p>\n<h3>What will happen after the data gets encrypted?<\/h3>\n<p>Neither you nor Woodpecker\u00a0will be able to process\u00a0the personal data after that. You won&#8217;t be able to see the data. The data won&#8217;t be stored in the Woodpecker database anymore. In your Woodpecker panel, you&#8217;ll only see a string of bullet points instead of the personal data you entered. Even if you left a given cell blank, you\u2019ll see bullet points.<\/p>\n<img decoding=\"async\" loading=\"lazy\" class=\"aligncenter wp-image-4812 size-full\" src=\"https:\/\/woodpecker.co\/blog\/app\/uploads\/2018\/05\/prospects-encrypted-scaled.png\" alt=\"GDPR-dencrypt-data\" width=\"698\" height=\"454\" srcset=\"https:\/\/woodpecker.co\/blog\/app\/uploads\/2018\/05\/prospects-encrypted-scaled.png 698w, https:\/\/woodpecker.co\/blog\/app\/uploads\/2018\/05\/prospects-encrypted-scaled-300x195.png 300w\" sizes=\"(max-width: 698px) 100vw, 698px\" \/>\n<p>In case you upload the data of previously GDPR-encrypted contacts to Woodpecker, they&#8217;ll still be marked as &#8216;opt-out&#8217; in Woodpecker, so you can be sure won&#8217;t accidentally contact EU prospects who shouldn&#8217;t get contacted again.<\/p>\n<h3>How can I filter out GDPR-encrypted prospects?<\/h3>\n<p>You can filter out GDPR-encrypted prospects. Just click \u2018More\u2019 and choose \u2018Show only encrypted prospects\u2019 at the end of\u00a0the drop-down list. If that\u2019s the only filter you\u2019ve chosen, you\u2019ll see all GDPR-encrypted prospects. You can also filter out them further by Status, File name, or Tag.<\/p>\n<h3>What happens on the stats board?<\/h3>\n<p>The numerical data stays the same. When you click on &#8216;Campaign&#8217;, go to the &#8216;Prospects&#8217; tab and click the GDPR-encrypted prospect, you won&#8217;t be able to see the content of your email. In its place, you&#8217;ll see a notification, &#8220;The message was deleted due to GDPR encryption.&#8221;<\/p>\n<img decoding=\"async\" loading=\"lazy\" class=\"alignnone wp-image-4821 size-full\" src=\"https:\/\/woodpecker.co\/blog\/app\/uploads\/2018\/05\/gdpr.mary-1.png\" alt=\"how GDPR-encrypt feature looks like in the app\" width=\"698\" height=\"213\" srcset=\"https:\/\/woodpecker.co\/blog\/app\/uploads\/2018\/05\/gdpr.mary-1.png 698w, https:\/\/woodpecker.co\/blog\/app\/uploads\/2018\/05\/gdpr.mary-1-300x92.png 300w\" sizes=\"(max-width: 698px) 100vw, 698px\" \/>\n<p>&nbsp;<\/p>\n<h3>Can you export GDPR-encrypted prospects into a .csv file?<\/h3>\n<p>Yes, you can still do that.<\/p>\n<p>The only thing you\u2019re not able to do is to create a new campaign for those prospects. Upon opening\u00a0the exported .csv file, you\u2019ll see a randomized sequence of signs in place of the actual personal data of a GDPR-encrypted prospect.<\/p>\n<h2>Summing up<\/h2>\n<p>The new feature helps you in running a GDPR-compliant email outreach. Thanks to that, you\u00a0won&#8217;t process the personal data of prospects you\u00a0don&#8217;t want to\u00a0process. Take a few minutes to locate the new settings in the panel and test\u00a0the new features in action when preparing your next cold email campaign for an EU prospect group.<\/p>\n<p>\n<aside class=\"cta-block cta-block--a-version js-cta-block ab-no-10-cta-block ab-no-11-cta-block\">\n  <p class=\"cta-block__heading u-heading-preset-md-600\">Send powerful emails &amp; boost replies<\/p>\n  <div class=\"cta-block__form-container\">\n    <form class=\"js-cta-block-form\" action=\"https:\/\/woodpecker.co\/signup\/\" class=\"cta-block__button-only-form js-cta-block-no-input-form\">\n      \n\n\n\n\n\n\n\n\n<button class=\"c-button js-button c-button--color-main c-button--size-small u-focus-visible-outline\">\nStart free trial\n<\/button>    <\/form>\n    \n    <form class=\"c-input-button-form js-cta-block-form cta-block__form\" action=\"https:\/\/woodpecker.co\/signup\/\" method=\"POST\" novalidate>\n        \n  <div class=\"c-form-field js-form-field  c-input-button-form__form-field\">\n    \n    <label class=\"c-label c-form-field__label\" for=\"cta-block-form-email-1998525686\">Work email<\/label>\n\n                    \n  <input class=\"c-input  js-input c-input-button-form__input\" placeholder=\"will@woodpecker.co\" name=\"email\" id=\"cta-block-form-email-1998525686\" type=\"email\" \/>\n            \n    <span class=\"c-form-field__error js-error\">\n                                      Invalid email format\n        \n\n                <\/span>\n  <\/div>\n\n        <div class=\"c-input-button-form__button\">\n          \n\n\n\n\n\n\n\n\n<button class=\"cta-block__button c-button js-button c-button--color-main c-button--size-small u-focus-visible-outline\">\n                Start free trial\n        \n\n<\/button>        <\/div>\n\n            <\/form>\n  <\/div>\n<\/aside><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Woodpecker has committed itself to help you comply with the General Data Protection Regulation as evident in the GDPR compliance available on the main website.<br \/>\nTo deliver on that promise, we\u2019ve recently added a new feature to the Woodpecker app.<br \/>\nA feature that makes it easier for you to run a GDPR-compliant email campaign and safely\u00a0process personal data of your prospects in Woodpecker.<\/p>\n","protected":false},"author":17,"featured_media":4826,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[4],"tags":[],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v20.11 - 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