How do you update or delete client information in presentations after the project is over?

1 Why update or delete client information?

You may wonder why it is necessary to update or delete client information when you have already signed a non-disclosure agreement (NDA) and obtained the client's permission to use their data and logo in your presentation. However, there are several reasons why you should consider doing so. For instance, data protection laws and regulations, such as the General Data Protection Regulation (GDPR) or the California Consumer Privacy Act (CCPA), require you to respect your client's rights to access, rectify, erase, or restrict their personal data. Additionally, potential legal or ethical issues may arise if you reuse or share your presentation with other clients or prospects without the original client's consent. Lastly, updating or deleting client information can help maintain your professional image and credibility, as well as your client's trust and satisfaction, by ensuring that your presentation reflects the most accurate and relevant information.

2 How to update client information?

If you want to keep your presentation file for future reference or reuse, you may want to update the client information to make it more generic or anonymized. This way, you can still demonstrate your work and capabilities without disclosing sensitive or confidential information. To do this, replace the client's name and logo with a generic or fictitious one, such as "Company X" or "ABC Inc.". Additionally, remove or blur any identifying details of the client or their customers, employees, or partners. You can also use aggregated or synthesized data instead of exact numbers, values, or labels to illustrate your findings, recommendations, or results. Lastly, use placeholders or dummy text like "Lorem Ipsum" to fill in any gaps in your slides where you removed or replaced the client information.

3 How to delete client information?

If you don't need or want to keep your presentation file, or if your client requests or requires you to do so, you may want to delete the client information completely from your presentation. This is to ensure that you respect your client's privacy and confidentiality, and that you don't risk any accidental or unauthorized disclosure of their information. To do this, you can delete the presentation file from any device where it was stored or accessed, as well as any cloud storage service, online platform, or email account where it was uploaded or sent. Additionally, make sure to delete any printed copies or physical media of the presentation and use a shredder or magnet to destroy them before disposing of them properly.

4 How to keep track of client information?

In order to maintain accuracy and professionalism, you may want to keep track of any client information you update or delete in your presentations. To do this, create a log or spreadsheet containing the name and date of each presentation, the name and contact of the client, the type and amount of information used, the permission or agreement obtained, and the action taken to update or delete the information. Additionally, store a copy of the original presentation file with client information intact in a secure and encrypted location. Likewise, store a copy of the updated presentation file with modified or anonymized client information in a separate and labeled location. Only access these files when necessary and delete them when no longer relevant.

5 How to communicate with your client?

When communicating with your client about updating or deleting their information in your presentations, it's important to build and maintain a good relationship. Start by asking for permission and explaining why and how you want to use their information, as well as the benefits it will bring to them and to you. Additionally, inform them of your actions after using their information in your presentations, such as what you did to update or delete it, when and where you did it, and what records or copies you kept or deleted. Lastly, thank them for their trust and cooperation, expressing your appreciation and gratitude for their collaboration and support. Invite them to share their opinions or ideas on how to improve your work or service.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?