Did you know that over 90% of Americans are concerned about how their data is collected and used online? That’s a powerful statistic, but it also raises an important question: What about the remaining 10%? Why aren’t they just as concerned?
In an era where data is constantly being tracked, stored, and shared, digital privacy isn’t optional, it’s a right. While compliance regulations vary by region and offer some level of protection, they don’t replace the need for individual awareness. Just because a framework exists doesn’t mean we should be passive about how our data is handled.
Everyone should care, because privacy impacts all of us.
Why Salesforce Admins Can’t Ignore the Changing Privacy Landscape
As a Salesforce admin or architect, your responsibility goes beyond uptime and automations. You’re the gatekeeper of customer trust. Understanding region-specific mandates and their enforcement is now a business-critical task.
When was the last time your team audited data collection workflows or reviewed retention policies across orgs and integrations?
The Rise of Consent-First Data Collection in 2025
One of the key shifts in global privacy regulation is the move from compliance-driven to consent-first models. Laws like GDPR and Australia’s Privacy Act emphasize transparency and control, but 2025 brings even more specific demands.
With CPRA enforcement intensifying in California and similar frameworks being proposed in other U.S. states and Canadian provinces, businesses must prioritize how they request, track, and honor consent within Salesforce.
How Salesforce users should respond:
- Implement explicit opt-in and granular preferences using Salesforce's preference center or third-party tools like DataArchiva.
- Tag records with consent metadata and expiration dates.
- Ensure email journeys and engagement automations respect those consent flags.
A Reflective Thought on Your Words:
If regulators asked for proof of consent for every contact in your Salesforce org, could you provide it instantly?
DataArchiva ensures secure, compliant, and scalable data archiving and backup for Salesforce
Data Minimization and Purpose Limitation: Not Just Buzzwords Anymore
Data minimization isn’t just a compliance term, it’s a safeguard. And 2025 regulations are spotlighting it more than ever.
For Salesforce users, this means rethinking what data you collect and store. If a record field or object isn’t mission-critical or lacks a clear purpose, it’s a risk.
Key actions:
- Conduct regular field audits, especially on custom objects.
- Use field-level security and permission sets to limit unnecessary exposure.
- Archive or delete redundant data using tools like DataArchiva to maintain lean, compliant datasets.
Preparing for Cross-Border Data Transfers in a Post-Schrems II World
Suppose your Salesforce org stores or processes data from EU citizens, even if you’re based in the US or Australia. In that case, you’re impacted by the aftermath of Schrems II and the evolving EU-U.S. Data Privacy Framework.
You need to:
- Review how your Salesforce instance is hosted and whether it complies with international transfer standards.
- Understand the impact of using third-party integrations that may process data in jurisdictions with weak protections.
- Employ encryption, pseudonymization, or localized data storage options to strengthen compliance.
Do you know exactly where every piece of your Salesforce data travels, and how it’s protected on that journey?
Compliance Isn’t One-and-Done: Building a Continuous Privacy Program
Treating compliance as a checklist exercise doesn’t work anymore. Regulators are expecting evidence of ongoing governance, which includes regular risk assessments, documented data handling processes, and staff training.
As a Salesforce user or admin, consider:
- Setting up scheduled privacy reviews in your CRM roadmap.
- Partnering with legal and data protection teams to co-develop workflows.
- Integrating backup and archival tools that can meet evolving regulatory expectations (e.g., backup logs, immutable records, version tracking).
From a SaaS business lens:
Compliance isn’t just risk mitigation, it’s a trust builder. Customers are more likely to choose vendors who take data privacy seriously and show transparency in how they handle data.
Future-Proof Your Salesforce Data Retention Strategy
Different regulations define different retention periods. For instance, GDPR mandates that data must not be kept longer than necessary, while HIPAA requires a 6-year retention minimum.
What Salesforce admins can do:
- Set up data classification and retention labels using Salesforce Shield or AppExchange tools.
- Automate deletion or archival workflows based on policy triggers.
- Maintain audit logs and proof of deletion/archive events for regulators.
Ready to make your Salesforce org privacy-compliant for 2025 with DataArchiva?
Policy-Based Archiving
Automate data retention and archival based on custom regulatory policies (e.g., GDPR, HIPAA, CPRA, etc.), ensuring compliance without manual intervention.
Metadata-Level Archival
Custom Object & Complex Relationship Support
Easily archive standard and custom objects, along with complex parent-child relationships, without breaking data integrity.
Audit Trail & Access Logs
Maintain an immutable audit trail of every archiving, restore, or access event, critical for proving compliance during regulatory reviews.
Region-Specific Storage (AWS/Azure/GCP)
Store archived data within specific geographic regions to comply with cross-border data transfer laws and localization mandates.
Selective & Granular Restore
Quickly restore individual records, fields, or full datasets from archives—perfect for legal requests or data subject access requests (DSARs).
Data Encryption & Role-Based Access
Protect sensitive archived data with encryption and user-level access controls to prevent unauthorized exposure.
Real-Time Archive Reporting
Get visibility into what’s archived, retention timelines, and storage savings with actionable dashboards and reports inside Salesforce.
Conclusion: Turning Privacy Readiness Into a Competitive Edge
Regulations will continue to evolve, but one thing remains constant: Businesses that embed privacy into their core systems, like Salesforce, will outpace those that treat it as an afterthought.
As you prepare for 2025:
- Review and revise your consent management processes.
- Limit data exposure through minimization and secure retention.
- Stay aware of cross-border challenges and adapt your tech stack.
- Build a culture of continuous compliance and proactive governance.
One final question to leave you with:
If your customers asked you today how you protect their data in Salesforce, could you confidently and transparently answer them?
Explore DataArchiva to help your business.
Transfer your Salesforce data easily with a well-planned strategy for business continuity!
DataArchiva offers three powerful applications through AppExchange including Native Data Archiving powered by BigObjects, External Data Archiving using 3rd-party Cloud/On-prem Platforms, and Data & Metadata Backup & Recovery for Salesforce.
For more info, please get in touch with us at sales@dataarchiva.com
Quick Links
Copyright @2024 XfilesPro Labs Pvt. Ltd. All Rights Reserved
Mehzia Naz