You set the legal aspects of personal data processing under the GDPR, that is the legal basis, the purpose of processing and the validity, for your contacts in Quanda in bulk by import. You export your contacts, fill in the columns for personal data processing in Excel and import the file back with the priority Imported Contacts. These records are available in every plan.
For each contact, you then find the legal basis, purpose and validity in the contact detail in the Sending settings section, where the legal basis is called Legal title. You select campaign recipients by purpose in the Advanced Filter on the Recipients page. Why the records matter and how to get consent is explained in the article GDPR in email marketing.
Which columns you need in the file
The contact export contains all columns. Feel free to delete the ones you do not need. Keep the Email (main email) column, which Quanda uses to match contacts during the import, and these columns:
| Column | What to write in it |
|---|---|
| Contact owner verified with Double opt in | true if the contact confirmed the address through double opt-in, otherwise false |
| Purpose of processing of personal data | purpose number 1 to 19, separate several purposes with commas, a minus sign removes a purpose, for example -2 |
| Email status | 1 = Send emails, 2 = Do not send (unsubscribe), 3 = Do not send (consent expired), 4 = Do not send (waiting for verification) |
| Valid until | the date, optionally with the time, in the format 13.10.2028 or 13.10.2028 13:30 |
| Legal Title: Authorized Interest of Administrator | true or false |
| Legal title: Performance of legal duty | true or false |
| Legal title: Performance of a contract or negotiation of its conclusion | true or false |
| Legal title: Consent to the processing of personal data | true or false |
| Legal title: Public interest | true or false |
| Legal title: Vital interest | true or false |
Which purpose numbers Quanda uses
| Number | Purpose of processing |
|---|---|
| 1 | Not set (default) |
| 2 | Sending business and advertising messages |
| 3 | Direct marketing |
| 4 | Improving products and services |
| 5 | Sending news |
| 6 | Response to the interest |
| 7 | Providing expert content |
| 8 | Realization of customer competition |
| 9 | Implementation of educational events |
| 10 | Realization of marketing research |
| 11 | Implementation of market research |
| 12 | Performance of a sales contract or negotiation of its conclusion |
| 13 | Performance of the Works Agreement or negotiations on its conclusion |
| 14 | Implementation of labor contracts and obligations |
| 15 | Property and health protection |
| 16 | Application of legal claims |
| 17 | Implementation of the Accounting Law |
| 18 | Archiving in the public interest |
| 19 | For statistical purposes |
How to import the legal basis, purpose and validity
- Sort your contacts by the basis on which you email them. Typically existing customers with the administrator's legitimate interest and prospects whose consent you can prove. Do not import contacts whose consent you cannot prove.
- Export your contacts. Open Contacts and click Bulk Contacts Export at the very bottom below the list.
- Open the export in Excel via the Data tab, From Text/CSV, with UTF-8 encoding and the comma delimiter, see How to open a CSV file in Excel.
- Fill in the GDPR columns according to the tables above.
- Save the file, ideally as an xlsx workbook. If you want CSV, choose CSV UTF-8 (Comma delimited) and check that the columns are separated by commas. The import does not accept a file with semicolons.
- Import the file through Bulk Contacts Import with the priority Imported Contacts and check a few contacts at random after the import. The import itself is described in the Contact import guide.
For an existing customer and a prospect with consent, the columns look like this:
| Email (main email) | Purpose of processing of personal data | Email status | Valid until | Legal Title: Authorized Interest of Administrator | Legal title: Consent to the processing of personal data |
|---|---|---|---|---|---|
| customer@example.com | 2 | 1 | 13.10.2028 | true | false |
| prospect@example.com | 5 | 1 | 13.10.2028 | false | true |
If a contact has several purposes, write them into a single cell separated by commas, for example 2,5. The Valid until column then takes two dates and each Legal title column two true or false values, always in the same order as the purposes. In the other Legal title columns, leave the value false.
Tip: With a large database, do a test import of a few rows first. An error in the order of values is hard to find in a table with thousands of rows.
Do you have questions? We will be happy to answer them. Just contact our customer support at +420 605 163 892, e-mail: support@onquanda.com.
Frequently asked questions
Export your contacts, fill in the columns Purpose of processing of personal data, Valid until, Email status and the Legal title columns in Excel, and import the file back with the priority Imported Contacts. An import of 1,000 contacts takes about 2 to 3 minutes.
As a number from 1 to 19 according to the list of purposes in Quanda, for example 2 for Sending business and advertising messages. Write several purposes into one cell separated by commas, for example 2,5. A minus sign removes a purpose, for example -2.
Every legal basis has its own column. Write true for the one you want to set and false for the others. When a contact has several purposes, write the values in the same order as the purposes, for example true,false.
Most often the priority Existing Contacts was selected, and with it Quanda skips the contacts it already has. Repeat the import with the priority Imported Contacts. Also check that the file uses a comma as the delimiter, the import does not accept a CSV with semicolons.
Yes. You can keep records of the legal basis, purpose of processing and validity for your contacts in every Quanda plan at no extra charge.