The General Data Protection Regulation (GDPR) was developed to create a standard data privacy law that all companies across the EU could work towards. The ruling has forced companies to think about their data processes more thoroughly. Although the hype surrounding GDPR has died down, there are still numerous fines being handed out across Europe, proving that implementing best-practices is vital for companies. Here are some tips on how to ensure you’re remaining compliant in your business.
Understand The Main Features
GDPR defines personal data as any information that is related to a person which can be used to identify that individual. So, personal data can be in the form of a name, photo, email address, posts from social media, medical information or bank details. It could even be a computer IP address. There are a few main features of GDPR which organizations need to account for. Understand the following features when trying to prevent cybercrime from occurring within your business.
- Consent – GDPR prohibits the use of long and complex terms and condition statements. It’s vital that companies are crystal clear about how they are using the data they collect and that they ask for consent and permission each and every time they access that data.
- Breach notifications – If there is a security breach in the organization, companies have 72 hours after first discovering it to notify all data subjects.
- Right to access – GDPR requires that companies provide confirmation as to whether the individual’s personal data is being processed, where it is being processed and why. They also have to provide a copy of the personal data free of charge should it be requested.
- Right to be forgotten – If requested to do so by the data subject, companies have to oblige and delete all personal data that they store on an individual and cease processing.
- Data portability – GDPR requires that companies provide a mechanism for the data subject to receive any previously provided data in a machine-readable format.
- Privacy by design – Compliant companies should follow a privacy by design process that ensures that only the data absolutely necessary for the completion of its business will be processed, and that personal data can only be accessed by staff who absolutely need to have access to it.
Appoint A Data Protection Officer
Larger enterprises who wish to comply with the GDPR will need to take a thorough and comprehensive approach to records, as well as the processing and storage of personal data. Appointing a Data Protection Officer (DPO) to oversee how data is collected and stored will minimize the risk of unauthorized access. Therefore, it reduces security breach risks as well. If an organization meets the criteria, a designated DPO is actually a requirement of the GDPR, not just an option. However, the specific criteria for whether a DPO is required is still in flux so a general rule of thumb to abide by is that if your company has more than 250 employees or it has processed data for more than 5,000 subjects in any 12-month period, a Data Protection Officer should be hired.
Implement Appropriate Organizational Measures
Accountability is one of the main features of the GDPR. Companies need to be able to prove that they’ve taken the appropriate steps to comply. This includes updating privacy notices to ensure that they are clear and concise, with no complex technical jargon. Train staff so that all members of the company are up to date with the correct way to collect. Handle and store data. Review the HR policies of the business. Building customer trust is paramount where personal data is concerned. Therefore, being able to prove that your business is taking all the steps possible to ensure the safety and security of their personal information is the best way to achieve this. Every quality enterprise data strategy includes appropriate organizational measures.
Carry Out Regular Audits
You can’t cut dead weight from data lists if you don’t know that it’s there, so regular audits are key to having a full understanding of the data the company is storing. Data has a shelf life and if you let it sit for too long, it starts to cause a problem. So, companies need to be aware of how long the data is going to be relevant for when they collect it. They should also regularly audit their data lists based on the inflow of data. That way, they understand what needs to be removed and when. These audits should also include identifying high-risk data and taking the appropriate steps to protect it, such as encryption and limiting the access to that data.