Best Practices

Use these best practices to manage individual contact data responsibly and effectively.

Individual registration

• Use complete, accurate names matching official identification.
• Verify phone numbers include country codes for international contacts.
• Use business email addresses when available.
• Double-check National ID numbers for accuracy.
• Keep contact information current.

Data accuracy

• Confirm the spelling of names with the individual.
• Test phone numbers and email addresses when first entered.
• Verify National ID format matches the issuing country’s standard.
• Update records immediately when contacts change jobs or details.
• Regularly audit contact information for accuracy.

Privacy and security

• National ID numbers are sensitive personal information.
• Ensure proper data protection compliance.
• Only share individual details with authorized personnel.
• Follow your organization’s data privacy policies.
• Obtain consent before storing personal identification data.

Contact management

• Create separate records for each individual, even at the same company.
• Use consistent naming conventions (first name, last name order).
• Update contact details promptly when notified of changes.

Common questions

What’s the difference between Individual and Company?
Individuals are people; Companies are business entities. Individuals can work for Companies and be linked as contact persons.

Can one individual be linked to multiple companies?
Yes. Create the individual once, then assign them as a contact person for multiple companies as needed.

What if someone changes companies?
Keep the individual record unchanged. Update the contact person assignment in the company records to reflect the change.