In a world inundated with data, protecting privacy has never been more critical. This article delves into practical data minimization strategies, bolstered by the expertise of leading industry professionals. Learn how to navigate the complexities of data collection and storage, ensuring robust privacy for users and compliance with regulatory standards.
- Collect Less, Protect More
- Implement the 72-Hour Rule
- Conduct DPIA Before Data Collection
- Use Cloud-Based Retention Policies
- Adopt Privacy by Default
- Limit Data Collection and Storage
Collect Less, Protect More
We minimize data by adopting a “collect less, protect more” strategy that benefits both our company and our clients. This approach focuses on gathering only the data necessary to deliver core functionalities, reducing exposure for both sides. For example, our QR code ordering system operates without requiring personal customer information unless it’s essential for features like loyalty programs or reservations. This design not only safeguards customer privacy but also simplifies compliance for the restaurants using our tools.
Internally, we implement role-based access control to further reduce privacy risks. Only team members who need specific information to perform their tasks can access it, and that access is time-limited. For instance, during customer onboarding, our support team can temporarily view account setup details, but access is automatically revoked once the process is complete. This ensures sensitive data is protected while maintaining operational efficiency.
For our clients, these practices reduce the risk of handling unnecessary customer data, freeing them from the burden of storing or protecting it. By embedding privacy directly into our systems, we provide a secure, compliant platform that allows restaurants to focus on serving their customers without added complexity.
Manoj Kumar
Founder and CEO, Orderific
Implement the 72-Hour Rule
We operate with the “72-hour rule” at our firm: if we can’t justify retaining a piece of data within 72 hours of collection, we delete it. This simple approach has changed how we manage information and maintained our quality of service.
In practice, we have moved away from a comprehensive profiling of customers; instead we keep only simple contact numbers and project data that comes for a while. What we retain from an ending engagement is very basic details required for our financial reporting and client management.
Our teams now spend less time managing data and more time on what matters: delivering value to clients. It is like how a clean, organized workspace helps you be more productive than a cluttered one.
What this means for you: Start with what data you really need and for how long. The best protection often is not better security—it is having less to protect in the first place. You may want to implement your own version of the 72-hour rule, custom-tailored to your needs and requirements.
Justin Abrams
Founder & CEO, Aryo Consulting Group
Conduct DPIA Before Data Collection
The best strategy to minimize data is to not collect it unless absolutely necessary! This reduces risk and simplifies DSAR requests. The best practice I like to do is to go through the DPIA process before collecting the data, even if not legally required. We make this simple to do in the ZenPrivata Privacy Platform. Going through the DPIA process makes sure we only collect what is necessary to accomplish the business goal and that the level of collection is reasonable for that goal. Aside from being a best practice, this is a requirement for sensitive data collection in the EU under GDPR and is increasingly showing up in US state privacy laws. I recommend it for everyone!
Scott Schlimmer
Founder, ZenPrivata
Use Cloud-Based Retention Policies
To enhance data security and minimize privacy risks, we secure the data in the cloud while utilizing data retention policies and encryption protocols. With this understanding, we do not have to keep every piece of information forever; we have clearly defined rules of what information is retained, for what period, and when it is deleted. This guarantees that only what is needed for operational purposes is kept.
For instance, during our move to the cloud-based CRM, we established policies barring idle customer records from the database after a specified period of time. If, after 12 months, a user has not taken advantage of our services, we anonymize and delete their personally identifiable information (PII) within thirty days, unless mandated otherwise. This not only reduces the amount of data that we acquire but also lowers the level of risk in the event of a breach.
We also transmit sensitive data stored in the cloud using end-to-end encryption. Even theoretically, the data cannot be read without the requisite keys, which are completely protected. The encryption has also gone a long way in ensuring our customers have trust in us while at the same time ensuring that we comply with various regulations such as the GDPR and the CCPA.
We have an effective and secure data strategy in place, all the while taking advantage of cloud encryption and managing data retention which has mitigated privacy risks, but not functionality.
Soubhik Chakrabarti
CEO, Icy Tales
Adopt Privacy by Default
One strategy we employ to minimize data and reduce privacy risks is adopting a “privacy by default” approach. This means we only collect the bare minimum information necessary for any process—no extra fields, and no optional data. It’s a principle we follow from the design phase of every project.
For example, during user onboarding, we only require an email and username unless additional details are essential. Beyond collection, we also audit our data retention policies regularly. This ensures that outdated or redundant information is securely deleted.
Another best practice we’ve implemented is anonymizing datasets for internal use. Instead of using real user data for testing, we replace it with realistic mock data. This eliminates unnecessary risk while still maintaining the integrity of internal processes.
These strategies have significantly reduced our exposure to privacy risks while reinforcing trust with clients. In my experience, focusing on “need-to-know” data instead of “nice-to-have” data is not only effective, it’s critical in maintaining strong privacy standards.
Vikrant Bhalodia
Head of Marketing & People Ops, WeblineIndia
Limit Data Collection and Storage
We have a data retention policy that limits what data is collected and stored to just the data needed for business operations. We also use data anonymization and conduct audits to ensure we remain compliant with any regulations and that we continue only collecting/storing the minimum data needed for our business operations.
Ken Underhill
Co-Founder, Cyber Life
