GDPR - What is it and how can you comply?

GDPR IT security services Seattle IT services PortlandThe EU General Data Protection Regulation has come out with new guidelines that any company doing business with European individuals and companies needs to comply with. Implementing GDPR obligations has been a journey for those around the world who do business in GDPR countries. If a company is found noncompliant, they are subject to a fine of anywhere between 2% and 4% of their annual revenue. With one day left until the GDPR effective date, many companies are finalizing their compliance documentation and preparing for the road ahead. Here's a list of our recommended questions you can ask yourself to make sure your company is complying with GDPR principles. For more information, you can check out Microsoft's page on new GDPR rules and guidelines.

 

Key changes under gdpr

Personal privacy

Individuals have the right to:
  • Access their personal data
  • Correct errors in their personal data
  • Erase their personal data
  • Object to processing of their personal data
  • Export personal data

 

Controls and Notifications

Organizations will need to:
  • Protect personal data using appropriate security
  • Notify authorities of personal data breaches
  • Obtain appropriate consents for processing data
  • Keep records detailing data processing

 

Transparent Policies

Organizations are required to:
  • Provide clear notice of data collection
  • Outline processing purposes and use cases
  • Define data retention and deletion policies

 

IT and Training

Organizations will need to:
  • Train privacy personnel and employees
  • Audit and update data policies
  • Employ a Data Protection Officer (if required)
  • Create and manage compliant vendor contracts

 

The Assessment

  • What personal data do we collect/store?
  • Have we obtained it fairly? Do we have the necessary consents required and were the data subjects informed of the specific purpose for which we’ll use their data? Were we clear and unambiguous about that purpose and were they informed of their right to withdraw consent at any time?
  • Are we ensuring we aren’t holding it for any longer than is necessary and keeping it up-to-date?
  • Are we keeping it safe and secure using a level of security appropriate to the risk? For example, will encryption or pseudonymisation be required to protect the personal data we hold?  Are we limiting access to ensure it is only being used for its intended purpose?
  • Are we collecting or processing any special categories of personal data, such as ‘Sensitive Personal Data’, children’s data, biometric or genetic data etc. and if so, are we meeting the standards to collect, process and store it?
  • Are we transferring the personal data outside the EU and if so, do we have adequate protections in place?

 

The GDPR Project Plan

  • Have we put a project plan together to ensure compliance by the May 25th 2018 deadline?
  • Have we secured buy-in at executive level to ensure we have the required resources and budget on hand to move the project forward?
  • Do we require a Data Privacy Impact Assessment?
  • Do we need to hire a Data Privacy Officer?
  • Are we implementing a policy of ‘Data Protection by Design and Default’ to ensure we’re systematically considering the potential impact that a project or initiative might have on the privacy of individuals?
  • Have we considered how we handle employee data in our plan?

 

The Procedures and Controls

  • Is our Security Team informed to ensure they’re aware of their obligations under the GDPR and do they have sufficient resources to implement any required changes or new processes?
  • Do we have procedures in place to handle requests from data subjects to modify, delete or access their personal data? Do these procedures comply the new rules under the GDPR?
  • Do we have security notification procedures in place to ensure we meet our enhanced reporting obligations under the GDPR in case of a data breach in a timely manner?
  • Is our staff trained in all areas of EU data privacy to ensure they handle data in a compliant manner?
  • Do we review and audit the data we hold on a regular basis?

 

The Documentation

  • Do we have a Privacy Policy in place and if so, do we need to update it to comply with the GDPR?
  • Do we have a defined policy on retention periods for all items of personal data, from customer, prospect and vendor data to employee data? Is it compliant with the GDPR?
  • Are our internal procedures adequately documented?
  • If we’re a data processor, have we updated our contracts with the relevant controllers to ensure they include the mandatory provisions set out in Art. 28 of the GDPR?
  • In cases where our third party vendors are processing personal data on our behalf, have we ensured our contracts with them have been updated to include those same processor requirements under the GDPR?

 

we'd be happy to work with you on these new compliance requirements! to schedule an appointment with a Blackpoint engineer, fill out the contact form or CALL us (866) 575-9512. 

 

Disclaimer

This legal information is not the same as legal advice, where an attorney applies the law to your specific circumstances, so we insist that you consult an attorney if you’d like advice on your interpretation of this information or its accuracy. In a nutshell, you may not rely on this paper as legal advice, nor as a recommendation of any particular legal understanding.

 

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