Think it’s far-fetched to maintain GDPR compliance when using Salesforce for data management? Think again. In 2023, Meta paid a staggering $1.3 billion for violating GDPR rules. With enforcement only tightening in 2025, failure to comply can lead to crippling fines—up to €20 million or 4% of annual global revenue, whichever is higher.
Undoubtedly, GDPR compliance is no longer optional, especially for Salesforce users managing vast amounts of customer data.
Let’s unravel how GDPR impacts your Salesforce data, the pitfalls to avoid, and how a smart archiving solution like DataArchiva can help you meet compliance goals without breaking a sweat.
Understanding GDPR in Salesforce Context
The General Data Protection Regulation (GDPR) is one of the strictest privacy laws in the world, designed to safeguard the personal data of EU citizens. If your organization handles any data related to EU individuals, even if you’re not based in Europe, you must comply.
Core GDPR Principles You Should Know
Data Minimization & Storage Limitation (Article 5)
Only collect and retain data that’s necessary, and only for as long as it’s needed.
Right to Erasure (Article 17)
Customers can request that their data be deleted within a reasonable time frame.
Security & Availability (Article 32)
Protect personal data using encryption and restore it quickly in case of a system failure
Security & Availability (Article 32)
Protect personal data using encryption and restore it quickly in case of a system failure or breach.
Cross-Border Data Transfers
Any data moved outside the EU must be legally protected. Salesforce, for example, adheres to specific frameworks and certifications to ensure compliance.
Why Should Salesforce Users Care?
Salesforce stores personal data like contact info, email interactions, and case histories, making GDPR compliance critical. GDPR requires clear data ownership, access controls, and the ability to delete or export records on request. Without proper data governance inside Salesforce, you’re exposed to non-compliance risks. Implementing compliant file storage, consent tracking, and audit trails ensures you meet GDPR standards and avoid costly penalties.
The Risks of GDPR Non-Compliance for Salesforce Users
Many businesses assume that using Salesforce means all their GDPR bases are covered. But here’s the catch: Salesforce operates on a shared responsibility model. That means while Salesforce secures the platform, you’re responsible for the data you store and how you manage it.
Here are the key risks and consequences of not following GDPR as a Salesforce user under the shared responsibility model:
Hefty Fines & Penalties
Non-compliance can lead to fines of up to €20 million or 4% of your global annual turnover, whichever is higher.
Data Breaches & Legal Liability
If personal data stored in Salesforce is mishandled or exposed, your organization, not Salesforce, is held liable under GDPR.
Loss of Customer Trust
Failure to protect user data or fulfill GDPR rights (like the right to erasure) can severely damage your brand reputation and customer relationships.
Operational Disruptions
Investigations, audits, or enforcement actions from regulatory authorities can disrupt business continuity and operations.
Inability to Prove Compliance
Without clear policies on retention, data minimization, and user rights management, your org may fail compliance audits, even if no breach occurs.
Over-retention of Personal Data
Keeping personal data longer than necessary (e.g., in Salesforce storage) violates GDPR’s storage limitation principle, exposing you to penalties.
Salesforce Data Archiving: The GDPR Advantage
When it comes to compliance, data archiving is often more effective than simply backing up data. Archiving allows you to store old, unused data securely and separately, making it easier to control access, manage retention, and ensure compliance.
For example, in healthcare, archiving patient records that are no longer actively used but must be retained for legal or medical history purposes helps organizations meet GDPR’s “storage limitation” principle. By moving inactive data out of production systems and applying retention rules, healthcare providers can ensure secure, auditable storage while minimizing access to sensitive data.
Benefits of Archiving for GDPR
- Improved data governance and lifecycle management.
- Easy deletion processes.
- Reduced CRM data clutter.
- Lower storage costs.
- Better performance of active Salesforce orgs.
DataArchiva: Your Compliance-First Salesforce Archiving Solution
DataArchiva is an advanced Salesforce archiving app that helps organizations externalize historical data without compromising compliance or control.
How DataArchiva Makes GDPR Compliance Easier
External Archiving with Internal Control
DataArchiva archives data to your preferred external storage like AWS, Azure, or on-premise databases like Postgres, MySQL, Oracle, and more. You control the data, not the vendor.
No External Exposure
Archived data remains secure. Nothing is exposed to third parties, and permissions follow Salesforce’s native protocols.
Supports Deletion & Restoration with Full Auditability
Archived records can be deleted when necessary and restored as needed, offering full traceability and compliance readiness.
Aligned with User Roles & Profiles
Only authorized users can view, archive, or restore data, fully respecting Salesforce permission sets and GDPR guidelines.
Compliance Across Cloud & On-Premise Platforms
DataArchiva supports various environments, making it a flexible solution for global enterprises with complex compliance needs.
Ready to demystify GDPR in Salesforce?
Get in touch with our team to explore how DataArchiva can transform your compliance approach.
Secure sensitive data and simplify Salesforce management with a trusted, privacy-first solution.
DataArchiva helps you keep your data clean, compliant, and cost-effective.
Whether you’re facing storage overages, performance slowdowns, or regulatory audits, archiving and backup of your Salesforce data with DataArchiva ensures you stay one step ahead.
FAQs
Set up data classification, consent tracking, data access controls, and automate data retention and deletion processes.
Review their data handling policies, ensure data processing agreements are in place, and verify encryption and audit capabilities.
No, compliance depends on how you configure and use Salesforce to meet GDPR requirements.
DataArchiva offers secure data archiving, automated retention, audit trails, and encryption to support GDPR mandates.
