Explanation for communication consent
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Explanation for communication consent
SOLVEHi @Patrick_Kennedy,
The explanation for communication consent is what you'll see in the History tab when reviewing contact subscriptions, see the first screenshot here: https://knowledge.hubspot.com/contacts/manage-your-subscription-preferences-and-types#how-to-manage-...
Generally, yes, this is meant for internal use but this can quickly gain relevance should you ever have to explain why a specific contact was sent emails from a certain subscription type.
I usually recommend to my clients to provide as much context about the subscription / opt-in action as possible. (The field doesn't have any noticeable character limit.)
Whatever you put in that field is going to be your only clue in determining why a contact has received this opt-in when there is no explanation in the workflow itself or should the workflow be gone.
Adding the marketing contact status would not be a good use of the field, as the marketing contact status is a billing feature, not a consent feature: https://knowledge.hubspot.com/contacts/marketing-contacts – adding the marketing contact status would be like saying "you were opted in because you're one of the contacts we pay for on a monthly basis", not exactly a legal basis.
Instead, here are some examples of what you could add:
- If you have the green light from your data privacy officer or legal team to send marketing emails to customers because of an assumed legitimate interest, you could add "Opted into marketing information automatically due to customer status of contact". You could throw in tokens for the Company name and Became a customer date.
- Sometimes, when companies don't have the transactional email add-on, they create their own Confirmation email subscription. When that is set via workflow, I use the explanation "All contacts automatically opted into confirmation emails as replacement for transactional emails"
- If the opt-in is part of a bulk activity, you would explain this in as much detail, e.g. "Contacts opted in after approval from legal team, contacts were sourced from [...] and opted in because of their [...] status" or "Contacts opted in on behalf of [...], consent provided outside of HubSpot in the form of [...], find more information linked here: [...]"
- If you're working with non-HubSpot forms and need to set the opt-in via workflow, drop the entire consent notice from the form in this explanation field.
The pattern I'm trying to make clear is that you want to leave as easy a papertrail to follow should a contact ever complain or an auditor ever want to see details as to why someone was opted in. You don't just want to have a tight-lipped short note, you want as much context as possible.
Let me know if you have any follow-up questions!
(This reply does not constitute legal advice.)
| Karsten Köhler |
 | Did my post help answer your query? Help the community by marking it as a solution. |
Explanation for communication consent
SOLVEHi @Patrick_Kennedy,
The explanation for communication consent is what you'll see in the History tab when reviewing contact subscriptions, see the first screenshot here: https://knowledge.hubspot.com/contacts/manage-your-subscription-preferences-and-types#how-to-manage-...
Generally, yes, this is meant for internal use but this can quickly gain relevance should you ever have to explain why a specific contact was sent emails from a certain subscription type.
I usually recommend to my clients to provide as much context about the subscription / opt-in action as possible. (The field doesn't have any noticeable character limit.)
Whatever you put in that field is going to be your only clue in determining why a contact has received this opt-in when there is no explanation in the workflow itself or should the workflow be gone.
Adding the marketing contact status would not be a good use of the field, as the marketing contact status is a billing feature, not a consent feature: https://knowledge.hubspot.com/contacts/marketing-contacts – adding the marketing contact status would be like saying "you were opted in because you're one of the contacts we pay for on a monthly basis", not exactly a legal basis.
Instead, here are some examples of what you could add:
- If you have the green light from your data privacy officer or legal team to send marketing emails to customers because of an assumed legitimate interest, you could add "Opted into marketing information automatically due to customer status of contact". You could throw in tokens for the Company name and Became a customer date.
- Sometimes, when companies don't have the transactional email add-on, they create their own Confirmation email subscription. When that is set via workflow, I use the explanation "All contacts automatically opted into confirmation emails as replacement for transactional emails"
- If the opt-in is part of a bulk activity, you would explain this in as much detail, e.g. "Contacts opted in after approval from legal team, contacts were sourced from [...] and opted in because of their [...] status" or "Contacts opted in on behalf of [...], consent provided outside of HubSpot in the form of [...], find more information linked here: [...]"
- If you're working with non-HubSpot forms and need to set the opt-in via workflow, drop the entire consent notice from the form in this explanation field.
The pattern I'm trying to make clear is that you want to leave as easy a papertrail to follow should a contact ever complain or an auditor ever want to see details as to why someone was opted in. You don't just want to have a tight-lipped short note, you want as much context as possible.
Let me know if you have any follow-up questions!
(This reply does not constitute legal advice.)
| Karsten Köhler |
| Did my post help answer your query? Help the community by marking it as a solution. |
