Data Processing Restrictions for PMM

Restrict Data Processing

To comply with certain data protection and privacy regulations, you may be required to restrict certain of your constituents' data within Salesforce, including for Program Management Module.

We offer the following examples of common requests and considerations to help you plan how best to honor constituent requests around restrictions of data processing. 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:

• Restriction of Processing: Restrict How to Process Personal Data
• Export Backup Data
• Export results of SOQL query from workbench
• Export Data with Data Loader

Important Remember to review both Salesforce Platform documentation AND Salesforce.org product-specific documentation. In addition to the information in this table, review:

• Restrict Data Processing for Sales Cloud
• Restrict Data Processing for Salesforce Platform

Common Constituent Request	Actions to Consider	Things to Consider
A constituent reported that the personal data you have on file for her is inaccurate. Because of those errors, she wants you to stop processing her data until you’ve verified the data’s accuracy.	Export Data	Export the constituent's data to retain it. Then, delete her data from Salesforce. Work with your constituent to verify the data’s accuracy. Then, get her approval to resume processing her data.
A constituent has stopped all engagement with your organization. You no longer need the data but the constituent has asked that you keep his data because he’s involved in a legal proceeding that might require the data, but requested you stop all processing of the data.	Export Data	Export the constituent's data to retain it. Then, delete his data from Salesforce. Note In order to preserve engagement history, consider assigning Program Engagements, Program Cohorts, and Service Deliveries to an anonymous or placeholder Account. 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 constituent has requested that you keep his data on file but does not want you to profile him or analyze the data in any way.	Export Data	Export the constituent's data to retain it. Then, delete his data from Salesforce.