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Data Portability for Grants Management
Learn how to manage data portability in Grants Management.
- Data Portability for Your Product
Learn about data portability for Grants Management. When your constituents request it, prepare and pack up the data you've received from them so that you can work toward complying with GDPR data portability and export requirements. We offer the following examples of common requests and considerations to help you plan how best to honor constituent requests around data portability. These are only suggestions for your review, and not guaranteed steps for ensuring compliance with any legal rule.
Data Portability for Your Product
Learn about data portability for Grants Management. When your constituents request it, prepare and pack up the data you've received from them so that you can work toward complying with GDPR data portability and export requirements. We offer the following examples of common requests and considerations to help you plan how best to honor constituent requests around data portability. These are only suggestions for your review, and not guaranteed steps for ensuring compliance with any legal rule.
Keep in mind that addressing constituent requests, including those provided for under the GDPR, can be challenging. A one-size-fits-all strategy may not always work, and you may need to adjust your approach when balancing organizational needs and legal obligations. For example, if exporting personal data to satisfy a GDPR data portability request may violate someone else’s rights, you might consider narrowing the fields in scope rather than exporting all data. If deleting personal data to satisfy a GDPR erasure request may conflict with other requirements around record preservation, you might consider anonymizing certain fields rather than wholesale deletion.
As always, there are pros and cons to each approach, including legal and business impacts and risks, and you are responsible for your own compliance obligations in your use of the Salesforce Services and Salesforce.org applications. You should work with your advisors, including legal counsel, to determine whether you are covered under a legal requirement, and come up with a compliance plan that’s best for your organization.
Salesforce resources:
- Data Portability: Give Customers Their Data when They Want It
- Export Backup Data
- Export results of SOQL query from workbench
- Export Data with Data Loader
| Common Constituent Request | Actions to Consider | Things to Consider |
|---|---|---|
| A grantseeker is moving out of state and won’t be applying to future grants. They want to take their information with them. | Export Data | Personal data can exist in many different records and fields. Consider exporting these records and fields for your client:
You can find personal data in unindexed fields by exporting the data, and then searching for the information. You may also consider exporting:
The export file should be in a structured, commonly used, machine-readable format that is transferable, such as a .csv. And if that person no longer wants you to keep the personal data you’ve collected, you can delete it. If you maintain a Sandbox environment, you may want to refresh the environment afterward to remove that constituent’s data from it, or log into the Sandbox and manually remove the data. |
An employee is being assigned to a new position. They ask for the personal data you collected from them. |
Export Data | Personal data can exist in many different records and fields. Consider exporting these records and fields for your constituent:
You can find personal data in unindexed fields by exporting the data, and then searching for the information. You may also consider exporting:
The export file should be in a structured, commonly used, machine-readable format that is transferable, such as a .csv. And if that person no longer wants you to keep the personal data you’ve collected, you can delete it. If you maintain a Sandbox environment, you may want to refresh the environment afterward to remove that constituent’s data from it, or log into the Sandbox and manually remove the data. |
| A grant has been fully disbursed and closed, and your organization no longer needs a grantee’s data. However, they asked that you keep their data because they’re involved in a legal proceeding that might require the data but does not want you to process the data. | Export Data | Personal data can exist in many different records and fields. Consider exporting these records and fields for your client:
You can find personal data in unindexed fields by exporting the data, and then searching for the information. You may also consider exporting:
The export file should be in a structured, commonly used, machine-readable format that is transferable, such as a .csv. And if that person no longer wants you to keep the personal data you’ve collected, you can delete it. If you maintain a Sandbox environment, you may want to refresh the environment afterward to remove that constituent’s data from it, or log into the Sandbox and manually remove the data. |
