Keeping data accurate and up to date is a key part of data management in companies and organisations. Only with current, correct data can you build customer relationships, assess suppliers accurately and communicate with members effectively. That is why it makes sense to update your contact or profile database regularly. With LamaPoll, you can update your data easily and securely using online forms.
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Use cases for data maintenance
- Membership lists: keeping member data up to date in clubs and associations
- Customer communication: updating contact details and your customer database
- Supplier profiles: collecting revenue, headcount and contact details of key contacts
- Contact data maintenance: emergency contacts, parents and guardians at schools and nurseries
- Panel master data: updating profiles
Updating data with online forms
You can easily collect contact details and changes to them with online forms. LamaPoll provides text input questions in which respondents can enter their details. Online forms can also be configured so that data already collected is shown to respondents for review and, where necessary, correction. Each respondent sees only their own existing contact details and can add to or update them. This makes updating contact details online remarkably simple.
Our help centre explains step by step how to pre-fill text input questions with existing data for this purpose: Updating and matching data.
Why update data at all?
Did you know that you may even be required to update personal data you have collected? The EU General Data Protection Regulation (GDPR), in force since 2018, sets clear rules on this. If personal data such as contact details is collected and processed, the GDPR requires it to be accurate:
Under Art. 5(1)(d) GDPR, personal data must be accurate and, where necessary, kept up to date. If data is outdated and therefore inaccurate, such as an old address, the duty to update applies (Art. 5(1)(d)): anyone who collects and processes personal data must act once they learn that it is inaccurate, and correct it or, where appropriate, erase it.
Proactive contact data maintenance is especially common among non-profit associations and for internal (emergency) communication in companies, for example through an online form on the website for submitting new contact details or editable contact forms sent to each person individually.
Template for updating member data
Members are at the heart of every non-profit association. To look after its members, an association has to collect and process their personal data. If it wants to connect its members, for example an alumni association that wants to put its members in touch with each other, up-to-date contact details are essential. Associations also depend on a current membership database whenever they need to inform members quickly about the association's work and latest news. Whether it is a local sports club, an animal welfare society or a cultural association: accurate, up-to-date contact details are the basis for keeping members informed and for communicating with them in general.
So how can you keep member data up to date without much effort? With an online form, for example. A “Data update” form on your website that asks members to submit their new contact details can be a time- and cost-saving way to maintain contact data. With LamaPoll, you can create such an online form in just a few clicks and embed it on your own website. Both the people responsible for membership administration and the members themselves benefit. Members can enter their current details on a computer or on the go on their smartphone and submit them online, with no printed form required. With the appropriate setting in LamaPoll, the people responsible for membership administration receive an email notification for every new data update and can view the updated data directly in the online form’s results area.
We provide the following online form for updating member data free of charge. Feel free to use our template as a starting point: the “Use template” button copies it 1:1 to your LamaPoll account, where you can adapt it to your needs.
Updating employee data for emergency communication
Another example of updating contact details is keeping employee data up to date for emergencies. In an emergency such as a fire or an IT security incident, current contact details and clear responsibilities within the workforce are essential. Who is the first point of contact in an emergency, and on which phone number? Who acts as deputy, and how can they be reached? For this purpose, you can create online forms that are sent to each employee personally and show the details and responsibilities already on record. Each employee can see their own data and is asked to add to or correct it where necessary.
Tips for updating data with online forms
With our tool, you can create online forms for updating data quickly and without any programming skills, send them to recipients by email and/or embed them on your own website. Here are a few tips and pointers to help you plan and set up your form:
- Ask respondents to confirm that their data is correct and to consent to its processing
- Turn on monitoring: you receive a notification every time a new update comes in
- Pre-filled answer fields make it easier to respond and increase the response rate
- Our Gold and Platinum plans are the best fit
- Especially for non-profit organisations and associations: we offer product donations for non-profits. Just get in touch!
Data protection and data security play a central role when you update data with online forms. With our tool, data updates are 100% compliant with data protection law and secure. Find out more here: Data protection and security for your online surveys.
With LamaPoll, surveys can be created quickly and easily. The tool offers many options for individual adjustments. The help pages are useful for solving many questions independently. For special requests, competent and easily accessible customer support is available.
What is LamaPoll?
LamaPoll is a survey tool for creating online questionnaires. Our survey tool lets you create, run and analyse online questionnaires quickly and easily. Create your questionnaire in just a few steps, customise it for your organisation and conveniently invite customers or employees by email. An online questionnaire enables you to gather insights quickly and easily to improve customer or employee satisfaction. You can register for the LamaPoll survey tool free of charge and immediately create and run online surveys with up to 50 participants. If you need more responses for your online questionnaire, simply choose one of our plans: billed monthly, cancel any month. You can also choose from our online questionnaire templates and examples.
