Build GDPR compliant signup forms

The General Data Protection Regulation (GDPR) is compulsory for any company that handles the data of citizens of the European Union. If you want more info on GDPR, read this article.

Therefore, we are introducing GDPR compliant signup forms in Automizy!

How to add Privacy and Terms of Use links to signup forms?

Step 1: Create a new Signup form in the Contacts/Sign Up Forms menu by clicking the “Create Signup Form” button on the right of the screen. (Or edit by clicking EDIT on the right side of the Sign Up Forms screen.)

Step 2: Name your form.

Step 3: This will take you to the form builder. On the right side bar, you can see 2 check boxes, the second one is checked by default.

If you uncheck it, you can see the text below the button on the form preview disappears. Don’t uncheck it.

If you click on this block in the form preview, the options appear on the right sidebar with this text in it: ”By submitting this form, you agree to the Terms of Use and Privacy of the website.”

You can edit the text and the links in it. 

IMPORTANT: Always change the default links to the links of your Terms and Service and Privacy Policy pages as those are just example URLs!

How to add explicit consent checkboxes to your forms?

Step 1: Create a new Signup form in the Contacts/Sign Up Forms menu by clicking the “Create Signup Form” button on the right of the screen. (Or edit by clicking EDIT on the right side of the Sign Up Forms screen.)

Step 2: Name your form.

Step 3: This will take you to the form builder. On the right side bar, you can see 2 check boxes, the first one is unchecked by default. Checking this will create a new block in your form with a checkbox and text next to it. You can see it in the form preview (on the left side).

In order to customize the checkbox’s text, click on the block in the form preview.

In the right side bar, you will see an input field with this default text in it:
“I consent to having Automizy collect my name and email.”

IMPORTANT: Don’t forget to customize this text so it covers every type of data you collect on the form!

You can also add links to this text. GDPR doesn’t require you to add this checkbox to your signup form, but it can be useful in specific cases to add some more protection for your subscribers.

Add Required and Non-Required fields to your Signup Forms

Collecting information about your subscribers is crucial to be able to send relevant, personalized emails. Some of this information is Required (such as email address) and some of it is optional (anything that isn’t necessary for your emails ).

Therefore, from now on you can set whether a field in your form is required or not!

How to set up required fields in forms?

Step 1:  Edit an existing or create a new Signup form in the Contacts/Sign up forms menu.

Step 2: Go to the form builder.

Step 3: Click on a form field on the left (the form preview).

Step 4: In the side bar on the right you will see the options.

Step 5: The last option is a checkbox with a text “Required field” that is checked by default. It means that your fields must be filled out by your subscriber to be able to submit your form.

Step 6:
If you uncheck this box, the field becomes optional and it is not necessary for your subscriber to fill it out to be able to submit it.

Show your subscribers a Preference Page

In case you have multiple newsletters or you send emails in different topics, you can let your subscribers choose what type of email communication they want to recieve from you.

This is what Preference Pages are for.

What is a Preference Page and why is it good?

One picture tells more than thousands of words – so this is how a preference page looks like in Automizy:

Basically, the Preference Page is a website where your subscribers can customize the emailing experience they get from you.

For example a subscriber doesn’t want to get your Promotions but still interested in your blog articles, therefore:

  • she clicks the “Manage Preferences” link in one of your emails’ footer instead of unsubscribing completely,
  • arrives to the website you saw above,
  • unchecks the “Promotion” option
  • and updates her email preferences by clicking the button.

That's it!

How to customize the anchor text for the Preference Page in your emails?

Step 1: Create or edit a campaign with the drag&drop email editor.

Step 2: In the email editor click on the footer block (the last section of your email).

Step 3: In the sidebar on the right choose the “Unsubscribe” tab.

Step 4: Scroll down and you will see a “Preference Page text” block below the “Unsubscribe” block.

Step 5: Customize the anchor text that is by default “Manage preferences“.

In an email it looks like this:

How to add categories to your Preference Page?

Managing preferences means opting in and out of Lists. You can decide which Lists you'd like to be displayed on your Preference Page. Here’s how:

Step 1: Go to Contacts/Lists menu.

Step 2: Click on the arrow next to VIEW on the right side.

Step 3: Pick the “SHOW ON PREF. PAGE” button and you will see a blue eye icon appear on the list, next to the number of contacts. You can add as many lists to your Preference Page as you'd like. You can hide them following the same process.

Data Update Page (GDPR)

Your subscribers have to be able to modify what data they share with you. According to GDPR, you only have to share this data with them if they ask for it and change it if they tell you to do so. But it is a difficult and slow process that’s not enough for your subscribers – they want transparency and trustworthy companies.

Therefore, we are introducing Data Update Pages.

What is a Data Update Page and why is it good?

A Data Update Page is a web page where your subscribers can edit the information they share with you. They can reach their page by clicking a specific link in your emails’ footers.

Your subscribers will see this:

How to setup your Data Update Page?

First, choose the custom fields you want to be shown on the Update page.

Step 1: Go to Settings/Custom Fields

Step 2: Here, you can see the list of custom fields you currently use. Choose the custom fields you want to show your subscribers on their Data Update Page. Then, click the arrow on the right side (next to “EDIT”).

Step 3: Next, choose the “SHOW ON UPDATE PAGE” option.

Step 4: After you click on it, you will see a blue eye icon appear on the custom field you selected. It means that the custom field is displayed on your Data Update Page.

Secondly, add the Update Page to your emails.

Step 1: Create a new or edit an existing email (drag&drop email). In the editor and click on the footer block.

Step 2: Now click on the Unsubscribe option on the right side bar.

Step 3: Scroll down and you will see the “Data Update Page text” section. You can customize the anchor text in the box below. When you modify it you will see that the anchor text of the URL is changing in the footer on the left.

How to preview your Data Update Page?

Just send a preview email and click the link in them email that lands in your inbox. You will see dummy data on the website as it is a preview of the Data Update Page.

Show used personal data to your subscribers (GDPR)

It might happen that your subscribers ask you to show what data you store about them. As a business owner and marketer it is your responsibility to fulfill this request. Automizy’s responsibility is to provide this option.

Therefore,  you can export stored data about a subscriber from the profile page to a text file in machine-readable format.

Why is this feature important?

As we wrote in this article about GDPR, one of the most important right of your subscribers is “portability and access”.

It simply means that your subscribers can ask you to send them the data you store in Automizy about them.

How to provide personal data to your subscribers?

Step 1: Go to Contacts/Lists. Click on the VIEW button for the list where your contact is.

Step 2: Search for the subscriber you want to export and click the “VIEW” button.

Step 3: Click the “EXPORT” button on the profile page and wait until the download is completed.

Step 4: Send the downloaded file to your subscriber.

If you want to read it, open it with NotePad or NotePad++ on your computer. Then, copy&paste the text into this free service.

It generates an easily readable format for humans from the exported data.

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