ContactMonkey is committed to protecting the fundamental rights and freedoms of natural persons with regard to the processing of personal data. Our comprehensive approach to GDPR compliance combines robust technical measures, transparent data processing practices, and innovative privacy-preserving features designed specifically for internal communications.
Our Data Processing Framework
ContactMonkey operates as a data processor on behalf of our customers, who act as data controllers. This relationship is formally documented in our Data Processing Addendum (DPA), which establishes clear responsibilities and safeguards for handling personal information in accordance with GDPR requirements.
Anonymous Individual Email Tracking: Privacy by Design
One of ContactMonkey's most powerful GDPR-compliant features is Anonymous Individual Tracking. This feature embodies the GDPR principles of data minimization and privacy by design.
How It Works
With Anonymous tracking selected:
- Recipient email addresses are temporarily stored only until the email has successfully sent
- Once sent, all recipient identifiers are immediately wiped from our database
- Organizations can still gather valuable email metrics and analytics
- Employee privacy and anonymity are maintained throughout the process
This approach allows internal communicators to:
✓ Measure email engagement without compromising individual privacy
✓ Comply with GDPR's data minimization principle
✓ Build trust with employees through transparent, privacy-first practices
✓ Gather insights needed to improve internal communications effectiveness
Core GDPR Principles in Practice
ContactMonkey's platform is built around the six core GDPR principles:
1. Lawfulness, Fairness & Transparency
- Updated Privacy Policy providing clear information about data collection and use
- Transparent Data Processing Addendum available to all customers
- Dedicated point of contact for data protection queries
2. Purpose Limitation
- Data processed only for specified, legitimate purposes
- No processing outside the direct business relationship without authorization
3. Data Minimization
- Anonymous tracking option eliminates unnecessary personal data storage
- Customers control which employee data fields are synced
4. Accuracy
- Customer-controlled data synchronization ensures accuracy
- Documented processes for rectification requests
5. Storage Limitation
- Data deletion within 60 days of contract termination
- Clear data retention policies aligned with business purposes
6. Integrity & Confidentiality
- SOC 2 Type II certified security controls
- Encryption at rest and in transit
- Access controls and authentication mechanisms
Additional GDPR Safeguards
- Audit Rights: We provide customers with access to third-party certifications and allow annual audits to verify DPA compliance.
- Employee Screening: All ContactMonkey employees handling personal data are appropriately screened and trained.
- Impact Assessments: We've conducted Data Protection Impact Assessments to identify and mitigate privacy risks.
- No AI Training on Customer Data: ContactMonkey does not use customer data for AI training or model tuning unless explicitly granted permission. Our AI integrations include zero data retention policies.
Resources & Support
ContactMonkey provides comprehensive GDPR compliance support:
📋 Data Processing Addendum: Available at https://www.contactmonkey.com/dpa
🔐 Trust Center: https://trust.contactmonkey.com
📖 Privacy Policy: https://www.contactmonkey.com/privacy
📘 Data Storage & Security Guide: Available in our Help Center
💬 Dedicated Support: Contact privacy@contactmonkey.com for data protection queries
Key Takeaways
ContactMonkey supports GDPR compliance through:
✓ Comprehensive Data Processing Addendum with Standard Contractual Clauses
✓ Anonymous Individual Tracking for privacy-preserving analytics
✓ SOC 2 Type II certification and robust security measures
✓ Regional data hosting supporting local regulations (EU, CA, US, AU)
✓ Multi-jurisdictional compliance (GDPR, PIPEDA, CCPA)
✓ Zero data retention with AI subprocessors
✓ Customer control over data processing scope and subprocessors
By combining these technical, organizational, and contractual safeguards, ContactMonkey empowers internal communicators to engage employees effectively while maintaining the highest standards of data protection and GDPR compliance.
For questions about GDPR compliance or to request our DPA, contact your Customer Success Manager or email privacy@contactmonkey.com.