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Custom field set up
Web form setup

How can I create a web form that is GDPR compliant?

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Yssel Salas, June 29, 2022
Note: These actions are available to admin users and regular users with the correct permissions enabled. To have web forms available in your account, you must have the LeadBooster add-on in your subscription.

The implementation of the GDPR law in 2018 had a significant impact on sales and marketing companies, namely for lead generation, prospection, and e-commerce. You can learn more about GDPR compliance for your sales team in this blog entry.

In Pipedrive specifically, we have the Web Forms feature, one of the most valuable tools to capture leads from your website. However, as controller of the information and depending on the data you are gathering, you should notify your customers when and how you are processing their information to ensure GDPR compliance.


Custom field set up

The first step is to think about precisely what you will require from your customers. For example:

  • I have read the Privacy Policy.
  • I accept the terms and conditions.
  • I want to subscribe to the newsletter.

Once you have this settled, you need to create custom fields for the authorizations that you need to obtain. We recommend creating these custom fields under person, as the contact person will give their approval.

Note: The type of custom field you need will depend on the options you will make viewable on your checklist. By default, when using the single option field, the web form will only allow you to save the block if you have two or more options (e.g., "Yes" and "No"). If you need to add a block with only one option (e.g., "Yes"), we recommend using a multiple option field instead.

Privacy policy

To create a Privacy Policy checkbox, add a multiple option type custom field. Choose a name to identify this custom field as the privacy policy authorization and add the option yes and, if applicable, add no.

Terms and conditions

To create a terms and conditions checkbox, you need to add a multiple option type custom field. Enter a name to identify the field for the terms and conditions checkbox and add the option yes and, if applicable, add no.

Subscription to the newsletter

Since you are gathering information from your contacts, in some cases, it can be helpful for you to send campaigns and materials via email. However, to do this, your contacts must consent to their data for email communications.

Create a single option type custom field. Enter a name to identify the option for the newsletter checkbox and add the options yes and, if applicable, add no.

Once you have your custom fields created, you can move forward to the setup of your web form.


Web form setup

Start by constructing your web form as you would typically do. Before you reach the end of the form editor, you will need to add new blocks for the fields you just created.

We recommend having these blocks right before the Submit button. To add a new block, click on the green button with the + sign.

Privacy policy

1. Leave the default input field. This option allows you to collect data into the custom field you created.

2. Select the person field and the field that you created for your privacy policy.

3. In the Field label box, write the notice referring to your privacy policy. If the Pipedrive web form is on your page, there should be a privacy notice on your website saying how and what you are processing.

4. Click the hyperlink button to link your privacy notice to your Pipedrive web form. You can find it within the Field label formatting options.

5. Given that the custom field you created is a multiple option field, you can select the options you want to display. You can choose to have yes and no or only yes visible; that would be up to you.

In this example, as we require customers to read the privacy policy and give their consent, we will choose to have only yes as an option. To do so, select "Custom" and uncheck "No". In the option label for the option Yes, write what you would like to display; in this case, Yes.

6. Check the "Required" option and save the block editor.

Terms and conditions

1. Leave the default input field. This option allows you to collect data in the custom field that you created.

2. Select the person field and the field that you created for your terms and conditions.

3. In the Field label box, write the notice referring to your terms and conditions page. If the Pipedrive web form is on your page, there should also be a terms and conditions page on your website.

4. Click on the hyperlink button to link your terms and conditions to your Pipedrive web form. You can find it in the Field label formatting options.

5. Given that the custom field you created is a multiple option field, you can select the options you want to display. You can choose to have yes and no or only yes visible; that would be up to you.

In this example, as we require customers to agree to your terms of use and give their consent, we will choose to have only yes as an option. To do so, select Custom and uncheck "No". In the option label for the option Yes, write what you would like to display; in this case, Yes.

6. Check the "Required" option and save the block editor.

Newsletter

Obtaining the contact information of your clients is good for you to keep in touch with them by sending campaigns, news, tips, or promoting any e-commerce. Unlike the privacy notice and the terms of use, they don't need to accept or subscribe to your newsletter.

The steps to add an option for a newsletter to your web form are the following:

1. Leave the default input field. This option allows you to collect data in the custom field that you created.

2. Select the person field and the field that you created for your newsletter.

3. In the Field label box, write the notice referring to your newsletter.

4. Given that the custom field you created is a single option field, you need to select at least two options to be displayed. We suggested creating this type of field for the newsletter, as subscribing to newsletters can be optional. Select the option "All"; this already includes both Yes and No.

We do not recommend making the newsletter subscription mandatory for your customers on web forms. Still, if you would like to make it mandatory, you would need to create a multiple option field for the newsletter and follow step 5 like in the privacy policy and terms and conditions sections.

5. Check the "Required" option and save the block editor.

Once you finish adding your blocks to your web form, click on "Save" at the top right corner of your screen:

Now you can continue customizing your web form. You can check our article about web forms to know more about how to configure them.

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