Managing personal data

1. They receive offer request from new customers via mail. For example, dear XXXX we would like to have a proposal for 100 pieces of this material with this shape. Are you able to make it? These are my details: Name, Surname, Phone number, email, VAT number.
2. The same request may arrive via phone.
In this 2 cases, they receive personal data from new customers. My question is, do they need to reply automatically via mail saying, “dear customer, thanks for your email….. we will collect your personal data in order to prepare the proposal and we will keep the data for 60 days after that time, data will be deleted. Data will not be shared with 3rd parties….." The same automatic message can be inserted inside the voice message where the customer needs to press button X to talk with sales department. This is m andatory or do they can prepare the offer and sent via mail that the offer was prepared since a previous contact existed and they will keep the data for 60 days…..?

Answers:

1. When receiving/collecting personal data from a data subject you should comply with the requirements of Article – Transparent information, communication and modalities for the exercise of the rights of the data subject ( https://advisera.com/eugdpracademy/gdpr/transparent-information-communication-and-modalities-for-the-exercise-of-the-rights-of-the-data-subject/ ) and Article 13 – Information to be provided where personal data are collected from the data subject (https://advisera.com/eugdpracademy/gdpr/information-to-be-provided-where-personal-data-are-collected-from-the-data-subject/).

2. There is no need to have a prompt automatic answer but they just need to be informed about this in due time, let's say 30 to 60 days or so, or when the customers are contacted to be provided with an offer.