GDPR compliance with Dynamics 365 Business Central.

Smart functions:

Within the framework of GDPR, a number of rules have been imposed on companies which they must comply with in their day-to-day operations. Thus people gained certain rights in relation to their personal data, such as the right to receive copies of the data, to request changes, to limit their processing, to have them deleted or to receive the data in an electronic format so that they can be transferred to another controller.

Dynamics 365 Business Central already comes with many useful functions as standard to help you do this. You’ll have less to worry about compliance and more time to focus on the important things.

Powerful functions:

Your functions for GDPR compliance with Dynamics 365 Business Central.

  • Activation of monitoring paths

    Monitoring paths enable traceability and the establishment of responsibilities.

    Dynamics 365 Business Central includes a change log that allows you to track all direct changes that a user makes to data in the database. The change log also records changes to various system tables, allowing you to track changes to security subsystems such as users and authorizations.

  • Automatic encryption

    When your system is hosted in the Microsoft Cloud, your data is always protected from unauthorized access thanks to automatic Microsoft data center encryption.

  • Correction of customer data

    In Dynamics 365 Business Central, there are several ways to correct incomplete or incorrect customer data.

    Mass edit with RapidStart
    To quickly edit multiple records from Dynamics 365 Business Central, you can use RapidStart to export data to Excel to correct multiple records and then import the changed data from Excel.

    Single edit
    You can, of course, modify customer data stored in any field by manually editing the data element that contains the affected personal data.

  • Data sensitivity classification

    If you work carefully at the beginning, you will save yourself tedious work later. For this reason, you should classify the data sensitivity. That is, you classify fields once and specify what kind of data they are.


    • sensitive
    • personal
    • confidential
    • normal
  • Deletion of customer data

    In Dynamics 365 Business Central, there are several ways to delete customer data:

    Deleting individual data
    Of course, you can also delete customer data stored in each field by manually deleting the data element that contains the target customer data. This includes, for example, documents that contain customer data (such as notes and posted sales and incoming invoices).

    Deleting an entire customer
    You can delete customer data directly by deleting a contact and then executing the batch order “Delete log entries for aborted interactions” to delete interactions for this contact.

    The statutory retention periods must be observed. You may delete purely personal data, but not data that is necessary for business operations (e.g. sales history).

  • Export of customer data

    Dynamics 365 Business Central lets you export customer data to an Excel file. In Excel, you can then edit the customer data and save it in a common, machine-readable format, such as CSV or XML.

  • Processing of requests from people affected

    As the one responsible, you are obliged to check every request immediately and to react to it. Several processes may be involved in order to fulfill a request according to your organization’s GDPR compliance rules. Dynamics 365 Business Central can help you with the following processes:

    • data discovery
    • export of data
    • deleting data
  • Search for customer data

    Dynamics 365 Business Central lets you sort, search, and filter customer data using traditional methods. Learn more in our blog article “Sortieren, suchen und filtern in Dynamics 365 Business Central” (German).

  • User administration with different rights for the respective roles

    Within the user administration, you can set up different rights for different roles in your company to restrict access to personal data.


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