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After the 25th of May 2018, all of your newsrooms will show a banner to inform the user that the site is using cookies and storing information on their browsing behavior.

The header will require visitors to agree to use cookies to track their behavior or give them the option to opt-out from those cookies. Refusing cookies will mean that newsroom behavior (visits, downloads, searches, ...) can and will not be tracked and thus not available on that contacts activity stream.

At any stage, a user can revoke the cookie consent at the bottom of every Prezly newsroom.

Prezly newsrooms have a subscribe button where visitors can leave their email addresses and subscribe to company news.

As of the 25th of May 2018, these submissions will require a double opt-in. This means that visitors will need to confirm their initial subscription by clicking a link in their mailbox. That email will also contain brief information on what they are subscribing to and a disclaimer they are giving you their consent.

When creating or editing contacts inside Prezly we require you to confirm that you have consent or explicit approval by this person to be contacted or receive company news.

At any point, the contact can revoke that consent by making use of the end-user privacy tools.

Many are wondering whether they can email existing contacts that haven’t explicitly opted-in, after 25th May 2018. The answer is: it depends.

Read more about consent and your existing database 

As of the 15th of May 2018, every time you upload or paste a contact list into Prezly you need to confirm that you have (written) consent by all of the contacts in that list to handle their personal information and use them in any campaigns or pitches when sending company content.

More information on the GDPR and consent

The GDPR & consent

Prezly Newsrooms store cookies. 

In this article you can find a description of the different types of cookies we store and why.

We do not ask visitor permission to store Analytical and 3rd party cookies as they do not contain any personally identifiable information as regulated under GDPR.

Instead, we ask every new visitor their explicit consent to 1) store personal cookies and 2) use these cookies to pass to the CRM and linked integrations.

Here is a list of cookies together with their expiry date:

The different types of cookies we store and why

Cookies on Prezly Newsrooms

At Prezly, we collect data from third parties about your contacts. This enables us to enrich your contact information and gathers deeper insight into who your influencers are and how they will interact with your content.

Below you can find a list of data providers and data sources that we currently use.

We gather our data through partnerships with these third-party organizations:

From the data partners listed above, we collect a wide variety of data sources:

Prezly engages third-party sub-processors to process personal data on Prezly’s behalf. The Sub-processors currently engaged by us and authorized by the Customer are the following:

Prezly shall notify the Customer in advance of any new Sub-processor being appointed.

We will only transfer data outside of the EU to Third Countries that offer an appropriate level of data protection.

Overview of the data sources that make your experience better

Data we collect for you

These days, most people are aware of the risks of sharing confidential information online. However, many still actively share their login credentials with teammates because they don’t fully understand the disadvantages of account sharing.

Sharing account or login details with a teammate and having them sign into Prezly is considered account sharing.

Simply put, it refers to a single pair of credentials that multiple users - sometimes across multiple locations - use to access the tool. 

First of all, it’s important to keep in mind that the security and use history of your account information is your responsibility, which is why any data breach of your account is your responsibility, and activities performed on your account are your liability.

It may not be obvious from the get-go, but sharing account information with others can cause several problems. Here are a few reasons it’s a bad idea:

We simply cannot guarantee the security of our customers if they start sharing usernames and passwords across the team. Oftentimes, people leave the company and then new people come on board, which means that you risk former employees or teammates sharing your information externally. In GDPR, it is our duty as a data processor to advise on security best practices and safeguard personal data.

With account sharing, it is impossible for us to know which user did what, like who made that last export or who sent that last email, for example. If an account is shared across multiple people, we cannot help our customers with these important questions.

Prezly helps you with your daily workflow, but since accounts are being shared, you can't see specifically who in your team recently reached out to which journalists. You can't see who sent that Campaign 3 months ago. You can't see who made that note on a specific journalists' profile. We've built Prezly as a great tool for teams to collaborate on managing Contacts and publishing Stories, and having individual accounts for each teammate helps teams keep track of each person's activity.

When you create an account, only you are allowed to access the account that is registered in your name. Account password sharing among teammates is actually a direct violation of our terms of service and condemns any exchange of accounts between individuals. Please see 

We understand that account sharing can make it easier to delegate tasks among teammates, but we strongly advise against sharing your account or password with anyone and we recommend disabling a teammate in order to replace them with another one or adding an extra seat to your Prezly account. 

 to learn more about managing or adding users to your account.

Why sharing your login credentials with others is bad for account security & collaboration

Account sharing among teammates

GDPR does not only apply to signups that happen after May 25th, it applies to 

 on your email list. On the face of it, the GDPR is quite clear – you must get the explicit consent of individuals in order to communicate with them. 

Many are still wondering whether they can email contacts that haven’t explicitly opted-in, after 25th May 2018. The lawful bases for processing are set out in Article 6 of the GDPR. At least one of these must apply whenever you process personal data:           

the individual has given clear consent for you to process their personal data for a specific purpose.

the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

the processing is necessary for you to comply with the law (not including contractual obligations).

the processing is necessary to protect someone’s life.

the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.

the processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. (This cannot apply if you are a public authority processing data to perform your official tasks.) *source 

Marketing under the GDPR (email campaigns, pitches, Twitter DM's) is regulated exactly like any other data processing activity. This means that you have to show that you have a lawful basis under 

 to conduct direct marketing, and this lawful basis does not necessarily have to be consent-based. In fact, it often won’t be.

This is because the GDPR acknowledges that direct marketing will often be a ‘legitimate interest’ of the data controller (legitimate interests being a non-consent-based ground for data processing) and therefore consent to direct marketing is often not required under the GDPR. 

The processing of personal data for direct marketing purposes may be regarded as carried out for a legitimate interest.

This means that if you want to send an email campaign to a segment or part of your contact database it can be done in reliance on its 'legitimate interests’ – it generally does not need its customers’ consent to this mailing. It will, however, always need to offer them an opt-out (

Another way to handle your existing contacts is to run a permission pass campaign. This is an email to all your contacts asking them to give their consent to get company news or be contacted by your company.

Needless to say, because of how email engagement rates work (we all get too much crap), you will lose a big part of your database on people that don't read or click your email (even though they might be interested). In that case you can run a number of 'permission pass campaigns' every 5 or 7 days, but the end result will be the same: A smaller list, with only people that are truly interested.

As of the end of May 2018, you will have the ability to run a permission pass campaign from Prezly. Documentation on this site will be updated with clear steps on how to run a permission pass campaign.

Needless to say, the impact of the new GDPR legislation will depend on how you run your communication campaigns today. Here are a few general guidelines.

Learn more about the impact of GDPR on your current contact database

Consent & your existing database

A lot has been said about user consent in email marketing. Read about different approaches when it comes to your existing contact database.

This is an email to all your contacts asking them to give their consent to get company news or be contacted by your company. In short: asking your contacts to give you their 'permission' to be in your marketing database.

1. Select which newsroom/brand you want to send from.

If you have multiple newsrooms for different brands or entities we would encourage you to choose the newsroom from the legal entity or the holding company.

3. Click on 'Create permission pass campaign'

This will create an email campaign with a template to send a 

💡Feel free to change the content, subject, or button labels to your liking. Just make sure to keep the Permission Pass Campaign links. 

Under the 'keep me in the loop' there is a link to [yournewsroomurl.com] with a special consent link (unique for every recipient of that campaign). When your recipients ( click on this link the consent is stored in the database.

The second link ('If you don't want to be contacted anymore') is the opposite action. It will store a withdrawal of consent and do a global unsubscribe for this email address in your database. There is no way to resubscribe that email address to your marketing messaging.

Now add your contacts to that email campaign and send it out. We encourage you to analyze your current contact database and include the contacts where you feel uncertain about their consent or relevancy to your company news.

From the contact list, you can now filter for results on your 

. The newly introduced filter allows you to filter for:

🚦 Please note that running a Permission Pass Campaign is not mandatory and Prezly does not automatically prevent you from adding people to your email campaigns or pitches that you don't have consent for.

For journalists and contacts in your database, the link to withdraw consent does automatically unsubscribe that contact from all future communication sent from your Prezly account.

Send an email campaign to ask for consent

Permission Pass Campaigns

To support you in your efforts to be GDPR compliant, Prezly includes specific features to help you receive and manage data requests.

Each Prezly newsroom has a page included that contains a form allowing your contacts to submit data requests. These forms are found by visiting. 

When a person sends a data request, we ask them to confirm their request by sending them a confirmation email. Once they have confirmed the request you will be alerted via email and the request will then be visible on their contact profile.

If you do not have the person in your Prezly Contact List we will automatically inform them you do not have any information about them. 

When data requests are submitted and confirmed, we will send the members of your team an email informing them about the new request.

. This enables you to find the contacts with data requests.

Existing data requests can be found on your Contacts Activity Feed.

You can manage the status of your data requests by marking them as completed. Data requests will remain at the top of the contacts activity feed until the request has been completed. 

Remember, per GDPR you are required to respond to data requests within 30 days.

Manage data requests from your contacts

Managing data requests

What is your plan with being GDPR-compliant?

As a European company, we are committed to being GDPR Compliant. 

We’re evaluating requirements by the Regulation to ensure that we handle customer data in compliance with applicable law by the May 2018 deadline. As we make progress we will keep this page, and our users and clients up to date on the steps taken. 

Will GDPR require any action on our part (as a customer)? 

We will be providing all our clients with an updated version of our Terms of Service and privacy policy. You will also need to sign a Data Processing Agreement. 

A Data Processing Agreement is a legal document listing all the actions taken on our part to keep your data safe in compliance with the applicable law. 

Are you implementing double opt-in for newsroom subscribe?

Yes. Prezly will make double opt-in a requirement for every new contact subscribing to a newsroom. 

For those unfamiliar with this term, "double opt-in" is a 2-step mechanism where a person must confirm their email address after initially signing up. 

It is unclear at this stage if all existing contacts will need to double opt-in to make the consent absolutely clear.  We're doing more research in this area and will support a mechanism making this easy for clients.

Will there be any visible changes to Prezly for us?

The most prominent product changes will be:

In addition, there are a number of backend modifications and changes to some internal processes.

Have you appointed a Data Protection Officer?

What about third-party vendors Prezly uses?

We will provide a list (as part of our data processing agreement) of all third-party vendors Prezly integrates with and can have an impact on customer data. 

Next to that, we’re setting up Data Processing Agreements with all of our Third-Party Vendors, making sure they apply the same rules concerning customer data as us.

How will you keep us informed about changes?

We will make regular updates to this page as well as keep you posted through email and in-app messages.

You will need to agree to our Data Processing Agreement as well as the new terms of service and privacy policy before the 25th of May.

What will be expected from us (Prezly users)?

Handling personal data is a joint responsibility. We as a data processor will implement the necessary procedures, but our clients (as a data controller) will need to take the necessary rules into account as well.

General information about the GDPR policy

GDPR Policy FAQ

Welcome to Prezly! Here’s all the info you need to make sure your journey with us starts off as smoothly as possible.

Getting started

Quick guides to help you get to grips with all of Prezly’s features and feel comfortable with how everything works.

Using Prezly

Got the basics down and want to take things up a gear? These guides, templates and quick tips will help.


Best practices

Sometimes a little help from your IT team can go a long way. Read on for info on DNS setup, domain verification & more.

Help Center

Security & GDPR

Information on security and how Prezly helps your conform to the GDPR.