SayPro CRM Integration Compliance Log.

Document Title: SayPro CRM Integration Compliance Log
Document ID: SP-CRM-COMPLOG-2025
Version: 1.0
Effective Date: March 2025
Department: SayPro Fundraising, Sponsorships, Donations, and Crowdfunding Office
Approved By: SayPro Marketing Royalty
Access Level: Internal Use Only – Authorized Personnel

1. Purpose

The SayPro CRM Integration Compliance Log is a standardized digital and physical logbook developed to record, track, and validate every interaction, modification, or integration between SayPro’s internal systems and its Customer Relationship Management (CRM) platform. This log ensures that all data entries, third-party integrations, module updates, and stakeholder interactions are documented in a way that supports:

• Legal and regulatory compliance (e.g., POPIA, GDPR)
• Audit readiness and traceability
• Data accuracy and consistency
• System accountability
• Transparency in stakeholder data usage
• Information security and privacy enforcement

The log serves as a control document for compliance audits, internal data quality reviews, and stakeholder trust management.

2. Scope

This log is applicable to the following activities:

• API integrations with external systems (e.g., payment gateways, email platforms)
• Manual or bulk data uploads (e.g., CSV imports, Excel data syncs)
• Record deletions, migrations, or anonymizations
• CRM-to-website synchronizations
• Data entry forms connected to campaigns, events, or surveys
• Any backend activity affecting stakeholder records or communication preferences

3. Compliance Objectives

The SayPro CRM Integration Compliance Log ensures that SayPro:

• Maintains transparent and lawful data handling practices
• Implements internal controls to manage risks related to CRM updates
• Upholds the confidentiality, integrity, and availability of personal and financial data
• Complies with legal obligations regarding data protection and auditability
• Can investigate and resolve data discrepancies or misuse effectively

4. Key Fields in the Compliance Log

Each CRM-related activity must be documented with the following fields:

5. Data Entry Protocol

1. Every integration must be logged before or immediately after the action is completed.
2. Employees must verify entries within 24 hours through dual-authentication review.
3. Any entry that includes sensitive data must be flagged and encrypted at rest and in transit.
4. The IT Compliance Officer performs weekly audits to ensure accuracy and detect anomalies.

6. Tools and Systems Involved

• SayPro CRM (Custom) – Main stakeholder data platform
• Google Sheets/Forms – Temporary intake before syncing
• API Logs – For external payment systems (e.g., PayFast, PayPal)
• SayPro AuditBot – Automated logging assistant for form submissions
• SayPro Compliance Cloud – Long-term storage of compliance reports and evidence

7. Record Retention Policy

All entries in the CRM Integration Compliance Log must be retained for a minimum of 5 years. Digital backups are stored in SayPro’s encrypted cloud archive and mirrored to internal audit servers. Printed logs (if used) must be securely filed and marked “Confidential – Audit Material.”

8. Security and Privacy Standards

• All log data is protected under SayPro’s Data Protection & Privacy Policy.
• Access is limited to authorized CRM administrators and data officers.
• Integration tools are reviewed quarterly to ensure compliance with IT security policies.
• Any breach or unauthorized modification must be reported immediately to the Compliance Unit and logged in the Incident Register.

9. Review & Audit Process

• Weekly internal validation by CRM Integration Officer
• Monthly random audits by SayPro Data Governance Team
• Quarterly external audits by third-party compliance consultants
• Annual compliance report submission to SayPro Board of Directors

10. Benefits of the CRM Integration Compliance Log

• Enhances SayPro’s reputation as a transparent, ethical organization
• Enables audit trails and evidence tracking for grants and public funding
• Supports risk mitigation and breach prevention
• Helps enforce accountability among SayPro teams
• Strengthens confidence with donors, sponsors, and regulators

11. Final Notes and Recommendations

All staff must be trained on how to properly use and complete entries in the CRM Integration Compliance Log. This log is not optional—it is a mandatory tool for ensuring SayPro meets both internal standards and external legal requirements for data management.

Continuous improvement of this logging system will be led by the SayPro Compliance and Innovation Taskforce, based on stakeholder needs, tech evolution, and regulatory changes.