If you’re responsible for customer reference data in Deeto, you know the stakes. One slip-up can mean fines, lawsuits, or just a lot of headache from legal and security teams. This guide is for admins, RevOps, or anyone who actually gets their hands dirty with the data—not just the folks making PowerPoints about it. We’ll cover the basics, the must-dos, and a few things you can safely ignore.
Let’s get you set up so you’re compliant, secure, and not buried under busywork.
1. Understand What You’re Managing
Before you start locking things down, get clear on what “customer reference data” means in your setup. In Deeto, this usually includes:
- Customer contact info (names, emails, phone numbers)
- Reference program participation status (e.g., who’s agreed to be a reference)
- Notes or context on reference calls, deals, or feedback
- Communication logs or call details
Why does this matter? Because you can’t protect what you haven’t inventoried. Make a quick list of the types of data you’re storing. If you’re not sure what’s in there, run an export and take a look.
Pro tip: Map where data comes from and who touches it—salespeople, admins, CSMs, or marketing. This helps later when you set permissions.
2. Get Familiar with Compliance Expectations
Don’t start by reading GDPR, CCPA, or SOC 2 cover-to-cover. Instead, find out what actually applies to your company (ask legal or compliance). At a minimum, you’ll need to:
- Only collect what you really need (data minimization)
- Get consent from customers before using them as references
- Keep data secure (encryption, access controls)
- Let customers see, correct, or remove their data if they ask
What to ignore: Endless compliance checklists that don’t fit your business. Start with the basics and build from there if you need to.
3. Set Up Secure Access Controls in Deeto
This is where most mistakes happen. Don’t just give everyone admin. In Deeto, you should:
- Use Role-Based Access Control (RBAC):
- Only admins should see or edit all reference data.
- Sales/CSMs can view or request references, but shouldn’t see full contact details unless needed.
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Marketing might only see anonymized data or stats.
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Regularly review who has access. People change roles all the time. Check access lists at least quarterly.
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Enable two-factor authentication (2FA). If Deeto supports SSO or 2FA, turn it on. No exceptions.
What works: Keeping access tight and reviewing it often.
What doesn’t: Relying on “trust” or just hoping people won’t snoop.
4. Store and Transmit Data Securely
Security isn’t just about locking the front door. You need to think about where and how the data moves.
- Data at rest: Make sure Deeto encrypts stored data (most legit SaaS tools do). Ask them for documentation or check their security page.
- Data in transit: All connections should be HTTPS/TLS. If someone asks you to use email for exports, say no.
- Backups: Know where backups are stored and how long they’re kept. You don’t want references lingering in old backups forever.
Quick check: If you’re unsure about any of these, ask Deeto’s support. If they can’t give a straight answer, that’s a red flag.
5. Handle Customer Consent the Right Way
You can’t just decide someone’s a reference because they sounded happy once. Make sure you actually get (and keep track of) consent.
- Explicit opt-in: Use Deeto’s built-in workflows for requesting reference approval, or log written consent somewhere you can find it.
- Easy opt-out: Make it simple for customers to revoke consent. If Deeto doesn’t offer this, track it yourself and delete data promptly.
What to ignore: Vague or verbal agreements. Cover yourself and your company—get it in writing.
6. Log and Monitor Activity
If something goes wrong, you’ll need to know what happened. Most of the time, Deeto will have some kind of audit log or activity history.
- Enable logging: Turn on activity tracking for data changes, exports, and access.
- Review logs periodically: Not every day, but at least monthly. Look for unusual access or bulk exports.
- Set up alerts: If possible, get notified of suspicious activity (like someone exporting lots of data).
Pro tip: Don’t overcomplicate this. You’re looking for big, obvious problems, not chasing ghosts.
7. Respond Quickly to Data Requests
Sooner or later, someone will ask to see or delete their data. Be ready.
- Data access requests: Know how to export or show customer data in Deeto.
- Right to be forgotten: Have a process to delete all info about a customer if they ask—even from backups, if possible.
- Documentation: Keep a simple log of requests and how you handled them.
What works: Having a playbook ready.
What doesn’t: Scrambling to figure it out after the request lands.
8. Train Your Team (Without Boring Them to Death)
People aren’t robots—they forget, get lazy, or just don’t know the rules. Keep everyone sharp with:
- Short training sessions: Focus on what actually matters: don’t share reference data, use strong passwords, don’t export unless necessary.
- Regular reminders: Send quick updates if policies or tools change.
- Clear reporting channels: Make it easy to flag mistakes or weird behavior—without blame.
What to ignore: Lengthy compliance modules that everyone clicks through and forgets.
9. Audit and Improve (But Don’t Overthink It)
Compliance isn’t a one-and-done thing. Once a year (or after a big change):
- Review your process: Did you have any issues? Any close calls?
- Update documentation: Keep it short, but make sure it’s accurate.
- Get feedback: Ask your team what’s confusing or annoying. Fix what actually slows them down.
Pro tip: Don’t aim for “perfect.” Aim for “good enough and improving.”
Keep It Simple and Iterate
Managing customer reference data securely in Deeto isn’t rocket science, but it does take some thought. Don’t get stuck chasing every new compliance buzzword. Stick to the basics: tight access, clear consent, solid logs, and a team that knows what’s up. Start simple, fix problems as you find them, and stay curious.
You’ll sleep better, your customers will trust you, and your legal team will (mostly) leave you alone.