Since September 22, 2023, Quebec’s legislative framework has imposed strict new obligations regarding the collection of personal data. To ensure your compliance—particularly for your newsletters—we have identified 4 essential configurations to implement within your Zoho CRM and Zoho Campaigns.
Often compared to the European GDPR, Law 25 aims to protect the privacy of citizens by regulating how companies handle personal information. Since September 2023, any organization operating in Quebec must:
Display a clear privacy policy on its website.
Maintain a registry of confidentiality incidents.
Secure all data exchanges.
Obtain explicit consent (Opt-in) before any marketing communication.
Below are the recommended procedures to bring your Zoho solution into compliance.
[!IMPORTANT] Note on Interface: Zoho solutions evolve rapidly. The location of certain menus may differ slightly from the steps indicated below.
Set the foundation for compliance directly within your customer relationship manager.
In Zoho CRM, click Setup (gear icon).
Go to the Users and Control section.
Click Compliance Settings.
Click Enable GDPR Compliance.
Select Leads and Contacts (usually selected by default).
Choose the waiting period for client acceptance if required.
Click Save.
This is essential if you use subscription forms integrated with Campaigns to enable Opt-in.
Action: This activation has been required by Law 25 since September 2023. Opt-out is no longer sufficient. Subscribers must confirm their interest by clicking a link in a confirmation email (Double Opt-in).
In Zoho Campaigns, go to Settings.
Under GENERAL, click Compliance Settings.
Enable GDPR.
Go back to Compliance Settings.
Click Manage Subscription.
Click Enable Double Opt-in.
Click the pencil icon next to Email Details.
Change the subject line to something like: "Confirm your interest in our newsletters."
Update the Sender Name.
Choose the Sender Address.
Click Save Preferences.
Edit the content to your satisfaction and in the desired language using the pencil icon.
Click Save and Proceed.
Ensure that consent status (Opt-in) updates in real-time between both platforms.
[!NOTE] If you see a message to update your Campaigns integration and encounter difficulties, contact us at support@nuagix.ca. This update takes about 15 minutes to complete.
In Zoho Campaigns, click Contacts.
Click Sync Services, then select Zoho CRM.
Select your active sync (Leads or Contacts).
Click Edit.
Under the option to select a field, click Consent.
Enable Update consent status from Zoho CRM.
Click Continue.
Enable Update empty field value.
Click Show Advanced Options.
Do not enable "Exclude unsubscribed contacts."
Do not enable "Remove unsubscribed Zoho CRM records."
Click Next, then Initiate.
Repeat these steps for both the Leads and Contacts modules to ensure full synchronization.
Highly Recommended. If you collect leads via Zoho CRM or Zoho Forms, this step automatically sends a consent confirmation email to new registrants.
Why? This ensures you respect the Double Opt-in required by Law 25 when the contact is not coming directly through a Zoho Campaigns form.
In Zoho Campaigns, click Automation -> Create Workflow.
Select Ecommerce -> Use Template.
Remove the "Purchase Follow-up" components so you have a clean canvas.
Set the trigger to List Entry and select your desired list.
Choose "Only new contacts who are..." and click Save.
Add a Process (Simple Filter) to check if the Email is not empty and if the "Communication" field contains "Newsletter."
Connect the True path to a Message.
Configure the Topic: Select "Marketing" and click Save.
Create Content: Use a blank template and add your logo.
Add a Button: Label it "I confirm my desire to receive newsletters."
Insert Consent Link: Click the person icon (Merge Tags) -> Consent Merge Tags -> Consent.
Click Proceed and Send for Review. (Zoho manually validates these to protect sender reputation).
Once approved, click Activate.
While these steps are designed for self-service, we understand that compliance management can be complex. If you have questions or would like professional assistance with these configurations, please contact us: