The General Data Protection Regulation (GDPR) is an EU data protection law that came into effect on May 25, 2018. The GDPR compliance replaces the 1995 EU Data Protection Directive. It strengthens EU data protection rules by giving individuals more control over their personally identifiable data and establishing new rights for individuals.
Despite its name, the GDPR applies to any company that processes the personal data of EU citizens, regardless of where the company is based. This includes companies based outside the EU that offer goods or services to EU citizens, or that collect or process their personally identifiable data. If your company processes the personal data of EU citizens, you must comply with the GDPR unless you can demonstrate that you meet certain conditions. Failure to comply with the GDPR can result in fines of up to 4% of a company’s annual global revenue or €20 million (whichever is greater), whichever is greater. In this guide, we’ll give you an overview of what the GDPR is and what it requires companies to do to comply with it.
What is GDPR and why does it matter?
The General Data Protection Regulation (GDPR) is the EU’s comprehensive data privacy framework. The EU enacted the regulation in 2018 to protect and empower European citizens regarding their personally identifiable data. At the same time, it streamlines business operations by replacing existing laws with a single set of regulations. GDPR extends the scope of EU data privacy law to encompass not only traditional media organizations, but all companies which process or hold EU individuals’ personally identifiable data. Breaches of the GDPR can incur costly fines and reputational damage. Therefore, it is essential for businesses collecting and managing customer information to be prepared and compliant with this regulation. By following the GDPR guidelines, organizations have an opportunity to provide better service to their customers both legally and ethically, which builds trust for long-term benefits.
The Steps you Need to take to Ensure GDPR Compliance
Ensuring GDPR compliance doesn’t have to be a daunting task. To guarantee that your business is 100% adherent to the EU’s General Data Protection Regulation, you need to consider building a comprehensive workflow. It is important to assess how your organization collects and uses personal data, so you can take proactive steps toward compliance.
1. Appoint a Data Protection Officer (DPO)
The GDPR requires companies to appoint an individual responsible for data protection compliance. This individual should be knowledgeable about data protection law. Also, they should have experience with the data collection, storage, and use practices of your organization.
2. Conduct a Comprehensive Data Audit
A comprehensive audit of all personal data processed by your organization is necessary to identify the types of personal data you possess and the ways you use it. You should also review procedures for collecting, storing, transferring, and destroying data.
3. Implement Granular Access Controls
Restricting access to personal data can help ensure that only authorized personnel have access to sensitive information. This includes implementing mechanisms such as multi-factor authentication and role-based access control (RBAC).
4. Update Privacy Policies & Notices
Your company must provide transparent privacy notices in a concise and easily accessible manner using language understandable by the public. It’s important to update your privacy policies whenever changes are made so customers are fully informed about their rights under the GDPR.
5. Implement Data Breach Response Protocols
If your company experiences a data breach, it is important to be prepared and respond quickly. You should have protocols in place that outline how to detect and address breaches swiftly, including notifying regulators and affected individuals.
6. Monitor & Review Your Systems Regularly
Your organization should monitor its systems regularly for any changes or errors that could affect the security of personal data. Additionally, review processes should include periodic checks on GDPR compliance. This can help ensure that all policies and procedures remain up to date with the latest regulations.
How to Properly Collect and Store Data
Collecting and securely storing data is an extremely important part of GDPR compliance. By following the proper protocols for collecting and storing sensitive data, businesses can be sure that customer information and any internal information remain secure and protected. These practices involve:
1. Obtaining Consent
Organizations must obtain clear consent from individuals before collecting and processing their data. This includes providing a simple notice of the purpose for which the data will be used and making sure that consent is freely given, specific, informed, and unambiguous.
2. Keep Data Secure
Businesses should implement security measures to protect customer data. This includes encryption, firewalls, intrusion detection systems, secure passwords, and other protective technologies. It is also important to keep backup copies of all your data in case it needs to be recovered in case of a system failure or breach.
3. Limit Retention Periods & Delete Data When No Longer Needed
It is important to limit how long you retain personal data and delete it when it is no longer necessary. This includes implementing an automated system to purge data that is outdated or unnecessary.
4. Create Access Logs & Monitor Usage
Organizations should create logs to track who has access to customer data and monitor how they use it. This can help ensure that the processed data is being properly protected while also helping businesses respond quickly in case of a breach.
5. Comply with Data Subject Requests
Under the GDPR, individuals have the right to request access to their personal information, plus corrections or deletions of inaccurate data. Companies must be able to respond swiftly and efficiently to these requests to stay compliant with GDPR.
What to do if you Experience a Data Breach
With the implementation of the General Data Protection Regulation (GDPR) in 2018, the penalty for experiencing a data breach is more expensive than ever. It is no wonder that staying up to date on GDPR requirements is at the top of everyone’s list. If you experience a data breach, it is imperative to act fast and follow the steps outlined in a complete guide to GDPR compliance. Be prepared by understanding what exactly constitutes a data breach and which security measures can help you prevent one from occurring. It is important to always scout out potential risks ahead of time and invest in cyber security systems to protect your data in case of an unexpected situation. By doing so, you will be in a better position if and when you do experience an unforeseen event.
Conclusion
Ensuring GDPR compliance does not have to be a daunting task. By taking the proper steps and understanding how to properly collect, store, and use data, you can ensure that your business complies with GDPR. Additionally, by monitoring systems, following data subject rights requests, and taking proper security measures, businesses can remain secure while staying compliant with GDPR. Staying informed on GDPR compliance is essential as the penalties for non-compliance are more serious than ever before.
For more information: https://gdpr.eu/compliance/
