Myth-busting Cloud Technology

Five Top Cloud Technology Myths

Cloud computing has been growing in popularity in recent years. However, there are still some regular misconceptions about the platform and how it works. In simple terms, cloud technology refers to storing and accessing programs and data over the internet as opposed to using a computer’s hard drive.

With an online connection, cloud computing can be done at any time and from anywhere, which is just one of the reasons that it is so popular among businesses and individuals. For something that has become so mainstream in recent years, cloud computing is still not properly understood by many. This article will reveal the truth about cloud technology and most common myths associated with it.

The Cloud Isn’t Secure

Many people seem to believe that using cloud technology is less secure and safe than traditional IT solutions. In actual face, maintaining cybersecurity is all about staying ahead of the attackers, and this is the same whether you are using cloud technology or traditional solutions. The main difference when using cloud technology is that both you and your cloud provider have a shared responsibility for maintaining the security of data stored in the cloud.

As cloud providers are professionals in the field of cloud technology and security, they usually have the investment resources, experience and knowledge to maintain high-end security technology. When it comes to both security and compliance, a cloud provider can generally invest vast amounts of resources that far exceed what an independent business could realistically manage.

The Cloud and The Internet Are The Same

There is often confusion about what the cloud really means, and usually, we interpret saving something to the cloud as saving it to the internet, which is figuratively true, but the two things are not the same. Put simply; the cloud is a network of remote servers that can only be accessed using the internet. The internet is one huge global network of connections, and within it, there are hundreds of thousands of clouds.

Many people make the mistake of thinking there is one single cloud when in actual fact there are thousands of different clouds located on the internet. These various different clouds could be either public or private. A public cloud is a service that can be accessed by anyone from anywhere with their own individual account, such as Dropbox or iCloud. A private cloud is dedicated to one specific company and can only be accessed by those with access to that particular server.

Cloud Migration Is Difficult

Years ago, when the cloud was a relatively new technology, there were plenty of horror stories around from early adopters who moved their business onto cloud technologies. Just a few years ago, cloud technologies were still a relatively new thing, and the power of them was unproven, leaving enterprises to figure them out on their own with little guidance or help. This led to implementation nightmares and gave cloud technology a bad name.

The technologies have come on in leaps and bounds since then, and now implementing cloud technologies could not be easier. The technology has improved significantly in recent years, and there are experienced and knowledgeable professionals out there to assist businesses in implementation and training. If your current servers are outdated, then some cleaning and architecture revisions may be necessary to migrate to the cloud, but with the help of a professional, the migration process can be seamless.

Cloud Technology Is A Fad

Many people still have this common misconception that cloud computing is simply just another fad. Its fast rise in popularity makes some people believe that the cloud is just another marketing buzzword that will be soon forgotten, but this is not the case. Cloud technology has actually been around since the 1960s and has become increasingly popular in recent years as technologies have advanced and improved.

Hundreds of companies across all industries rely on cloud computing for their day-to-day. IT needs, making it far too big and popular to be regarded as a short-lived fad. Cloud computing is expected to continuing growing and advancing over the next few years and is showing no signs of slowing.

Cloud Technology Is Cheap

It is a common belief that cloud technology is a cheaper way to run a business than traditional methods, but this is not always the case. Moving a company’s systems and data to a cloud platform will reduce the need for expensive hardware and in-house servicing costs, but there is also a financial investment involved in migrating everything over.

While the initial cost of moving over to the cloud may be pricey, the ongoing management costs are generally low and make up for it in the long run. Cloud technology also provides a more significant amount of flexibility and scalability once the transition is complete, resulting in a better performing business.

At Cyan Solutions we are experts in working with our customers to smoothly transition them onto the right cloud platform, tailored to their needs. Contact us now to discuss how cloud technology could transform your business.

Using The Cloud For Your Disaster Recovery Strategy

One of the priorities for every IT department is to ensure there is a sufficient recovery strategy in place should a disaster happen. Small businesses can lose thousands of pounds for every hour that their IT system is down. The best way to limit the costs and the damage of IT failure is to prepare for the eventuality and ensure there is a backup plan ready.

With over 60% of businesses using cloud technology in some form or other for their infrastructure, it is clear that a cloud solution can significantly help with the day to day. However, the cloud can also help with secondary workflows that include backup and archiving to help with your disaster recovery strategy.

Traditional disaster recovery strategies for businesses are expensive and inefficient; they often require multiple solutions as well as labour and maintenance which can increase the costs dramatically. Cloud-based solutions already offer increased security for businesses, and with a cloud-based disaster recovery strategy, you have a secure, scalable disaster recovery strategy.

If you want greater agility and protection for your business, should the worst happen, then a cloud-based disaster recovery could be a cost-saving solution that will help your business to feel prepared for every eventuality.

The benefits of using the cloud for your disaster recovery strategy

Reduced manual backup

A cloud-based disaster recovery strategy will automate the backup process for you. This helps to free up time and resources needs for manual backup. This is particularly helpful for businesses with a small IT team who need to dedicate their time to strategic aspects of IT and the company as a whole.

Taking time to manually backup data means time is taken away from troubleshooting, improving systems and creating efficiencies. Instead, the manual backup will require reviewing archives, monitoring progress and ensuring there is sufficient space and storage for backup. All of these processes could be significantly reduced with an automated cloud solution.

Predictability

Using a cloud-based system for your backup helps to ensure predictability not only for automated backup but also for knowing your costs. Having a cloud system for your disaster recovery strategy typically comes with a set monthly fee which can help you when it comes to budgeting and ensures you know your costs beforehand.

Utilising another provider for your backup and disaster recovery strategy also frees up IT staff, as well as the cost of time and resources, to give you better reliability and assurance that backup is always taken care of through immediate automation.

Immediate backup

When it comes to internal backups, companies rarely check their systems to see if they can recover and restore all data should the worst happen. Many businesses will only complete a backup process at night which means retrieving all data in a situation is almost impossible.

Cloud-based solutions use a continuous backup method which means you’ll lose minimal data should a disaster strike. As the cloud automatically detects and transmits changes to files, there is no manual process involved, and you do not need to worry about when the backup takes place. All of the data restoration is taken care of for complete peace of mind.

Off-site

Even if your business has a robust data recovery and disaster management plan, if your equipment for backup is on the same site as the business then it may not help you at all. Should the workplace suffer from an unforeseen accident such as a flood, storm, burst pipe or fire, then your servers and backup systems are likely to suffer, and you will lose all of your data.

With a cloud-based solution, you have backup data in an external location. This means that should there be a problem in the workplace, your data will remain safe. As cloud backup occurs within minutes, you know that data is safely stored offsite from your organisation which gives peace of mind and can help to relieve any backup issues such as loss of revenue, lower productivity or negative customer feedback.

Security

As many customers who already take advantage of the cloud for their day to day running will know, a cloud-based system can give an organisation additional security. A cloud-based solution keeps data secure by being offsite and using data encryption; this means that only authorised users can access and decrypt the data.

Data encryption in the cloud is also applicable to backup and archived data which can significantly add to the security of the organisation which can help to reduce the risk of security breaches for organisations as well as providing peace of mind to customers.

Plan your disaster recovery strategy

When it comes to planning your disaster recovery strategy, it is essential to not only prepare for the worst but make sure there is always a robust system in place that works for your business. At Cyan, we can help to make sure you have a secure and effective disaster recovery plan in place using the cloud. If you want to protect your business and prepare for every eventuality, get in touch with our team of expert advisors.

How to Make Sure Your Staff Don’t Breach Your Data Security

It may be the cyber attacks which make the headlines, but the most common breaches are the ones that occur internally in your organisation. In fact, around 90% of data breaches are caused by human error. Staff are often responsible for data breaches, from losing a memory stick to sending the wrong file or even emailing the wrong person.

With GDPR coming to effect very soon, many companies are focusing on the technical aspects of data encryption and systems analysis to ensure compliance. However, staff training and awareness is also essential to maintain data protection compliance and reduce the risk of a breach which could cause a hefty fine under the GDPR.

So, how can your organisation manage the biggest risk of data breaches?

Five top tips to ensure staff do not breach your data security

1. Have a GDPR staff meeting

It is vital that every member of staff understand what GDPR is and how they are directly affected as a result. Explaining the risks of a €20 million or 4% of your global annual turnover fine can help staff to understand how critical data compliance is. In this meeting, you can also explain your own policies and procedures regarding data compliance. If staff understand that data breaches can lead to dismissal and disciplinary action, it can help to highlight the importance of being data aware.

2. Create a personal information training checklist

A simple checklist that can be signed by the trainer and staff member can help to make sure that staff understand data from a personal point of view. It is also an easy addition to induction training to make sure every member of the team understands your data policy. The checklist can include aspects such as;

  • Knowledge of secure passwords
  • How to lock/logoff computers when away from their desk
  • Secure shredding policy
  • Visitor area restrictions and clearance policy
  • Personal information encryption
  • Back-up and storage of data
  • Clear desk policy
  • Not opening links, downloading unknown files or opening foreign USB sticks

3. Make training relatable

Instead of an off the shelf training course, a relevant training course that covers the activities of your business will be much more interesting and engage your employees. GDPR and data protection can affect organisations in different ways. By understanding your specific risks and activities, you can make sure the training applies to the situations that your staff face.

As well as making the training bespoke to your business, it is well worth opening discussion after training to make sure employees have the chance to ask questions for any aspects they do not understand and raise ideas that can help your business from their perspective. After all, there may have been a vital process that could have been missed.

4. Create an information request policy

Frontline staff may come into contact with customers requesting knowledge of the personal information that you hold about them. As part of GDPR, individuals have the right to know what personal information that your business owns. Your staff will need to be aware how to handle an access request and ensure that no data breaches take place by fraud.

Staff will need to know that there is a maximum £10 fee for requesting information and that your team needs to respond within 40 days to any customer information request. This means that communication must be checked regularly and processed with appropriate urgency.

An essential aspect of the information request policy is when other people’s information is contained within the response given to a customer. This is a common area where a data breach can occur.

5. Keep staff aware

Data compliance is not a one-off training event; your organisation will always need to keep data compliance at the forefront of their work actions. Using incentive, games and rewards, you can help to keep GDPR and data protection relevant and prominent in the workplace.

From e-learning, customised training and checklists, you have a wealth of tools to help highlight the importance of data compliance at regular intervals. Make sure training and catch up sessions are routine and if you make any modifications to your data policy, keep the team informed and use techniques to ensure your new processes are fully understood.

It may be worth conducting mystery shopping and random testing to make sure all your staff are fully compliant, while incentives can ensure they remain enthusiastic and keen to comply.

Discover more top tips from Cyan Solutions

If you need any help in securing your company and reducing the threat of data breaches, then Cyan Solutions can help. At Cyan Solutions, our IT experts can help to assess all the internal threats that your business faces. Furthermore, we can use our experience and expertise to give you our top tips to ensure your staff are ready and prepared for data compliance changes and GDPR.

 

What Are The Benefits Of GDPR?

The GDPR deadline is nearly upon us, and while for many companies, it has felt like a rush, panic and burden to ensure they are fully compliant in time, it is important to realise that there are actually benefits of GDPR to you as a business or individual.

With the introduction of high fines for non-compliance becoming a significant risk to most businesses and the difficult task of creating a strategy to ensure compliance, it is easy to think that GDPR is all doom and gloom. In fact, there are many benefits of the new data privacy laws for both organisations and individuals.

The Benefits of GDPR

Organised and localised data

There is no doubt that getting all the data for your business in order will require considerable investment. Furthermore, many companies need to hire a Data Protection Officer to ensure they are GDPR compliant. While the initial project may be a challenge, the benefits of having organised and localised data make that initial investment worthwhile. Having a data-centric approach and a robust framework for your databases means you will know exactly what information you have available to you, and where it is stored.

The new regulations encourage firms to consolidate personal data into one unified platform, giving the opportunity for businesses to better respond to customer requests, engage with them in ways they prefer, and ultimately innovate the way they interact.

Build customer loyalty

One of the major benefits to businesses is the enhanced trust that you will build with your customers. Currently, individuals generally do not trust companies to protect their personal data. So much so that in 2015, Eurobarometer conducted a survey which found that eight out of ten respondents felt they do not have control over their data.

Being able to prove to your customers that you are ‘cyber safe’ will be a significant selling point for businesses in all industries. It provides an important marketing message to sell your business, attract new customers and maintain existing ones. The added layer of security that GDPR offers to both your business and its customers can act as powerful leverage against other companies that are not as invested in data security.

Cut costs

This benefit might seem a bit counter-intuitive to businesses that are having to invest in new systems, applications and team members to meet the strict GDPR laws. In reality, after the initial outgoings of becoming compliant, the cost of staying compliant will in most cases, actually save you money.

It is estimated that the total savings will amount to around €2.3 billion a year. At the moment, companies need to deal with country-specific data protection laws, which can mean working with up to 28 different local authorities and regulatory experts at one time. GDPR is providing one reformed set of regulations that all businesses in the European Union must comply with.

Another way that GDPR will cut costs for your business is by forcing you to undergo a thorough data audit and get rid of any data that is no longer required or useful. Many organisations have duplicated and unnecessary copies of digital data which they are paying to keep and store online. Once you have had a thorough clear out of this data, you will know you are only paying for the information that is actually valuable to your business.

Security

Most people are now aware of the high compliance fines that are coming into force with GDPR in May 2018, but that is not the only reason to ensure you are fully compliant and keeping your customer data secure.

A security breach can cause huge brand and reputational damage, even more so if your company ends up being taken to court and into the media. Market research has shown that over 50% of security breaches are a result of careless employees. This figure shows how important it is to not only invest in ensuring your software is compliant, but also that your staff are fully trained on how to handle customer data securely. With this, you receive the benefit of protecting your brand and having confidence in your team.

Accurate customer information

Getting GDPR-ready will improve the level of accuracy within your database. The new regulations will mean that customers not only have access to the data you hold about them but can also validate and update it when they please. This customer right does already exist; however, the new regulations require the data controller to rectify any identified errors when they are made aware of them, meaning the information on file will be greatly improved.

Better protection for individuals

In addition to all of these benefits to businesses and organisations, there is also a huge benefit to everyone within the EU as individuals and consumers. GDPR means that your personal data will be much safer and in turn making you better protected against cybercrime.

Some of the regulations included have been around one way or another for many years but will now have much higher consequences when breached. One essential addition is the ‘right to be forgotten’ which allows you to request that all of your personal data be completely removed from a business database.

Realise the benefits with Cyan Solutions

It is no doubt that preparing for the upcoming GDPR is a top priority for thousands of organisations across the globe, and it will not be a quick and easy fix. Even so, the changes required to be GDPR compliant can also be seen as essential competitor differentiators in the future. To ensure you are embracing GDPR in the best possible way for your business, get in touch with our team of experts at Cyan Solutions who can make getting GDPR-ready stress-free and painless for your business.

 

Monitoring The Dark Web To Stop Security Breaches Fast

We are all aware that the internet is incomprehensively massive. We know about YouTube, Google, Facebook and eBay, but what many of us often don’t realise is how much deeper the internet goes beyond those respectable and user-friendly websites. The elusive dark web is something we often hear about, but very few people properly understand what it is or how dangerous it can be.

What is the dark web?

In simple terms, the dark web is content on the world wide web that exists on ‘darknets’; these are overlay networks that require specific authorisation to access them. It forms part of the deep web, which is a part of the internet that cannot be found or indexed by search engines. Research has found that as little as 4% of the internet is available to the general public, meaning a vast 96% of the internet is made up of the dark web.

The dark web provides a hidden area where cybercriminals can act with full anonymity thanks to the heavy encryption involved. This shady corner of the internet offers several layers of secrecy by encrypting all IP addresses that work within it or even access it. It is this level of confidentiality that makes the dark web a hub for cyber attacks and underground marketplaces which trade not only your personal data but also that of your customers.

Although the dark web is buzzing with illegal activity such as cyber attacks and data breaches, it is not actually illegal to access and can be accessed by anyone who wishes too. Accessing the dark web and using it legally can surprisingly provide a fantastic resource for businesses. It gives us the opportunity to monitor the dark web’s content and ensure customer data is not being circulated and traded by cybercriminals.

Data concerns

All kinds of personal data and information on individuals can be found on the dark web and are often traded between cybercriminals and used for fraud and online attacks. Just last year it was reported that a database of around 1.4 billion account login details were published online. This included account details such as usernames, passwords and email addresses from a considerable number of well-known websites such as PayPal, Netflix and Gmail.

Once hackers get their hands on these details, they are able to automate account hijacking and take over customers’ accounts easily. Many individuals will reuse passwords across all their online accounts, meaning hackers can access a terrifying amount of data.

Why you need to protect your data

Personal data on individuals is very valuable to hackers on the dark web, and it is vital to ensure you, and your company is adequately protected against any kind of data breach. There are a huge number of ways that data can be leaked from an organisation, from accidental data spills or database misconfigurations to highly sophisticated attacks that infect systems with malicious code. With such a vast number of these data breaches happening on a daily basis across all kinds of companies and organisations it is imperative that you protect your business from potential issues.

While traditional methods of having strong security to protect your database and customer information are still essential to protecting against cyber attacks, there are new approaches that are becoming increasingly popular. Recently, we have seen a trend of more and more companies adopting a risk-management mindset, where you make the assumption that sensitive data will eventually be breached and plan accordingly.

Monitoring the dark web

The dark web can be used a powerful tool in data protection; it can often provide early insights into potential vulnerabilities in your network. By monitoring the dark web, we can often detect unknown weaknesses such as misconfigured databases and malicious insiders that are leaking your customer data. By detecting these leaks as soon as they appear on the dark web you have an early warning of vulnerabilities within your network, giving you the opportunity to resolve them before a larger and more dangerous breach occurs.

The process of monitoring the dark web for potential security threats can seem extremely overwhelming for small businesses, especially to those who are not so tech-savvy. The dark web lingers on deep and difficult to locate corners of the world wide web, so even just knowing how and where to start can be a challenge.

Protect your data with Cyan Solutions

At Cyan Solutions, we take the challenge of monitoring the dark web away. We can help you to manage your online security and use our own monitoring tools to keep track of the dark web for your business. We work in partnership with you to our services so we meet your every need.

Our tools provide us with the knowledge and assets to help prevent or limit the damage of cyber attacks by alerting you to any potential security breaches. Get in touch with our professional team of experts today to book your audit and get started on protecting yourself against the dark web’s cybercriminals.

 

The biggest risk for data breaches is your employees

In a world where technology is evolving so fast, handling data became a challenge, especially when it comes to businesses. Cyber security improved, and so did attackers. During the past few years, thousands of data breaches exposed records and personal information. The possibility of being a victim of fraud or identity theft stirred panic among people, executives included. There is no wonder why people became so protective of their personal information.

Data breaches are the most feared event that a company can encounter. The consequences can be devastating, and neither business owners or employees are accurately informed about this topic. This represents the main reason why knowing the potential causes of a data breach – along with several methods to prevent them – is essential.

Even though the clear majority of business owners consider data breaches a result of external malicious activity, the primary originators of such unfortunate events are employees. They represent the targets soon-to-be lured on by attackers, a sure method to compromise the whole company.

Nearly all business owners became aware of the implications of a data breach and started taking several measurements to prevent them from happening. Since insider threats are frequently responsible for data loss, the first step to a safer future would be imposing a strict adherence to the General Data Protection Regulation (GDPR). Most employees are not familiar with the existent rules for protecting data in a company or the severe consequences of a data breach, with GDPR in place; it is your chance to make the change and lower your risk.

Why do employees represent the biggest risk?

Data breaches can be either inadvertent or deliberate. Excluding external data leak threats such as malware, hacking, viruses, trojans and social engineering, the attention should focus on insider threats. Inadvertent data breaches are usually caused by accidental events, configuration errors, improper encryption or privilege abuse. Intentional insider threats include cyber espionage and sabotage. These are all results of either human mistakes or malicious/neglectful users or infiltrators.

By comparing the number of possible threats, any business owner can tell that employees should be feared the most. The root of insider threats is the lack of employee training. As long as they are not aware of the implications mentioned in GDPR, the exposedness to data breaches is definitely accentuated.

Training shortcomings – the aftermath

Still not convinced that raising awareness about GDPR is compulsory? 55% of cyber attacks in 2016 were as the result of insiders. Furthermore, insider threats are the most difficult to detect. Once a data breach takes place, a company’s primary goal would be finding the cause and remove it. When employees are the prime movers of a data breach, detection is a lengthy process that involves spending a lot of resources. Considering the fact that insider threats can go undetected, malicious employees can cover their tracks making the consequences even more expensive and long-drawn-out than before.

If the data breach included loss of customer personal data, the remediation costs could lead to bankruptcy, taking into account the fines and fees involved. Also, the reputation of a business which went through a data leakage is thoroughly affected. The aftermath is going to be reflected in profitability. The company will not be perceived as trustworthy any longer, leading to a decrease in client retention and a visible eroding of morale.

GDPR compliance and other training approaches

Training is the only unquestionable way to make sure that employees are acquainted with GDPR and the consequences of their actions. Through such training, business owners can highlight the importance of understanding high-risk apps, security bypassing, the inappropriate use of technology and other issues that may be encountered by an employee. By helping them comprehend;

  • How data sharing protection works
  • What they should and should not do at work
  • How to apply the lawful basis of GDPR
  • Spotting signs of malicious activity.

With this, a business owner drastically reduces the risks of encountering an internal data breach.

Proper training should be set in motion to prevent unpleasant events from the very beginning. At Cyan Solutions, we specialise in GDPR compliance preparation, creating and implementing cyber security solutions and eventually tracking existent changes through analytics. Well-conducted Data Protection Impact Assessment (DPIA) is one process that we recommend our clients should undergo to assess the possible risks of data leakage better.

Reduce the threat with Cyan Solutions

Minimising negligence and possible risks by bringing GDPR to light became a leading-edge necessity. This is no longer an option, but a requirement for any company that desires to remain out of harm’s way. At Cyan Solutions, we can help your business to mitigate the risk and make sure that all internal data risks have been analysed, maintained and reviewed. If you want to protect your firm from the risk of data breaches, speak to the team of experts at Cyan Solutions to find out how we can help.

 

The Dos And Don’ts Around Consent For GDPR Compliance 

When it comes to General Data Protection Regulation (GDPR), the new rules for compliance are creating many drastic changes in the way businesses operate, particularly when it comes to collecting, managing and storing data of customers and potential business interests.  

Undeniably, GDPR is setting a higher standard in data protection. However, some of the information in the EU regulation can be confusing. In fact, some firms are left wholly baffled in regard to what their organisation needs to do. Furthermore, many myths are circulating the new regulation which is adding to the difficulty in becoming compliant.  

One of the aspects that is causing problems is the regulations surrounding consent. To help your organisation to gain consent and collect data in a lawful and compliant way, read on for our top tips on how your business should handle consent for GDPR compliance success.  

Top tips for GDPR compliant consent 

Do offer individuals a choice 

One of the primary areas of focus of GDPR is to give back data control to individuals, so that they can decide who has and uses their data. Your consent should be clear and concise. You need to show consumers that they have control as to whether they consent to your terms and conditions regarding their data.  

The benefit of providing individuals with a choice does not just ensure your organisation achieves GDPR compliance. Giving your customers control can help to establish your business reputation. Your explicit consent methods will build trust, engagement and honesty which can enhance your reputation and improve customer satisfaction.  

Don’t have pre-ticked opt-in boxes 

Having pre-ticked boxes is no longer an acceptable way to gain consent under the new GDPR rules. GDPR requires consent to be affirmative, and individuals must be able to access an easy way to exercise their right to withdraw consent. By having pre-ticked boxes, you do not allow customers the opportunity to give their consent actively.  

Another consideration is that consent must be explicit and easy to understand. You can still use a box for the customer to opt-in to provide their permission, but you should remove any advanced ticking. The customer should be the one to decide on their data sharing based on an action they complete themselves.  

Do make sure data processing is lawful 

In some circumstances, you do not need to gain consent to comply with the GDPR regulation. For some businesses, consent may not be a viable option. However, GDPR will allow exceptions for approval, providing they have a legal basis. For example, consent is not required for these lawful circumstances; 

  • Data processing is necessary for public interest 
  • An official authority has a vested interest in data processing 
  • Data processing is needed to comply with a legal obligation 
  • To fulfil a contract with the subject, data handling is vital 
  • Processing data can protect the interests of the individual.  
  • Data processing is needed for legitimate reasons by a controller or third-party. In this case, the rights of freedom of the subject are overridden.  

Don’t wait to change your consent process  

The fines for non-compliance can be devastating for a business. If a company does not comply with the GDPR regulation, firms may be hit with a £17 million penalty or a fine that is equal to 4% of the annual turnover. While this can severely impact a business, avoiding fines should not be your sole driver for maintaining compliance.  

A business should strive for compliance to show their professionality, trust and honesty. A firm that is committed to legal compliance will prove to customers their transparent policy and focus on following the best practice in the industry. The sooner your business can assure compliance, the sooner you can focus your organisation on further improvements to help your customers.  

Achieve GDPR compliance with Cyan Solutions 

At Cyan Solutions, our team are well-versed in the new GDPR regulations. If your business is struggling to separate the facts from fiction regarding the new rules, then Cyan Solutions can help. Working together with your organisation to understand your data collecting and processing requirements, Cyan Solutions can advise with creating a good governance approach to help make sure your business plans for GDPR compliance, and maintains industry best practice approaches. 

Our team are available to help, and with the deadline ticking closer, it is vital to act now. Get in touch with our friendly team of experts by calling 02392 333 365 or emailing [email protected] and start your GDPR compliance journey today.

Plan. Create. Maintain for GDPR compliance 

With the deadline for GDPR compliance drawing ever closer, it is becoming critical for businesses to not only plan for compliance but evaluate their strategy for effective GDPR-compliant maintenance for the future. As enforcement begins on the 25th May 2018, the firms who are not compliant will soon become apparent when fines up to 4% of global turnover or €20 million start being issued.  

With failure for compliance coming with significant risk for businesses, now is the time to implement a strategy for effective GDPR compliance. From employing Data Protection Officers or enlisting the support of a virtual CIO, organisations need to plan for compliance, create a strategy and ensure ongoing maintenance with effective results.  

So, how does your business prepare for GDPR? 

Plan: How to prepare for GDPR compliance 

Conduct a data audit 

An audit can help you to determine all of the points where data is collected and held. From there, you can map where data is collected, how it is processed and the channels that information is shared. It is important to analyse all data relationships to make sure you cover every single process.  

At Cyan Solutions, we work closely with all our customers to conduct comprehensive reviews to help create a detailed insight. Through this process, we can integrate our strategic thinking as part of your team. With auditing and our expertise in GDPR compliance, we can help to create an actionable plan to cover all of the points that you need to review and can improve. 

Questions in an audit include; 

  • How long do you keep personal data? 
  • What mechanisms are in place to safeguard data? 
  • Who do we transfer data to and is this process safe? 
  • Who has access to sensitive data? 
  • Do third parties share the data we provide? 

Become familiar with legal basis 

With individual control being at the heart of GDPR, it is essential to ascertain the legal basis for each of the data processing activities. By understanding the legal requirements, you can start to plan to refine your data collection and processing technique. For example, businesses must demonstrate that they do not collect any personal data beyond the minimum necessary for each specific processing activity.  

An activity to complete at this planning stage is a Privacy Impact Assessment. This describes the data processing activity, an assessment of its necessity and use in processing purposes and how a data protection officer is involved. Through conducting this type of review, you can understand the areas you need to streamline and refine to be compliant.  

Create: Implement a GDPR solution 

Tailor a platform 

To ensure the business is fully compliant across all teams and departments, there needs to be a cohesive system in place. With a familiar interface that helps people to carry out their normal work activities while remaining GDPR compliant and having specific access controls, staff can have an efficient platform that ensures GDPR is taken care of.  

At Cyan Solutions, we use technical architecture to tailor a platform that is specific to your business needs. We not only design a compliant and easy to use solution but also implement the strategy to make it easy for your business to migrate to a familiar system but with added flexibility, accessibility and security.  

Maintain: Track changes with analytics 

Using technical software, it is possible to monitor all changes to data throughout its lifecycle. With this, you can highlight any areas of concern for GDPR compliance. Furthermore, you can compare data to highlight any potential threats and data breaches to ensure your system remains robust and your organisation retains its GDPR compliance.  

Systems can also help you to catalogue and search for personal data across data stores. Applications such as this can help you to delete and remove data after its specific use or required time period. At Cyan Solutions, we remove the burden of maintenance by monitoring your GDPR compliance through proactive managed IT services.  

Our helpdesk is available to answer any queries and concerns while you can trust our team to safely manage your IT systems with the necessary security and back-up to maximise productivity and reduce downtime. Working with your business, we can help your IT do the hard work for you by maintaining your GDPR compliance with a proactive response and reducing the time spent reviewing compliance activities and implementing new strategies.  

Plan, create and maintain with Cyan Solutions 

If you want to find out more about how Cyan Solutions can help you to plan, create and maintain an IT system that is ready for GDPR compliance, get in touch by calling our friendly IT experts on 02392 333 365.  

Checklist For GDPR Compliance – Are You Ready?

The General Data Protection Regulation (GDPR) requires compliance. It accounts for all the data protection responsibilities that your organisation needs to consider. It is essential to consider all aspects of the GDPR and be able to understand your role in it. It will impact those who are controllers of data and those who are processors of data. Here is a vital GDRP checklist to help understand the compliance needed for customers or prospects.

Your GDPR checklist

1. Conduct a data audit

It is important to be fully aware of the way data is used in and around your business. Information audits are a way of gaining in-depth knowledge about data, and how you can identify risks. The risks may include; how, how long, and where information is held or transferred. It can also categorise the data and determine any sensitive information. Think of it like producing a map of data flows and highlighting strengths and weaknesses that help your business.

2. Keep a record

Keeping a record of the data is crucial. There needs to be well-maintained reports detailing processing activities. This will allow GDPR compliance to be managed efficiently. Completing an Information Asset Register is wise. This details the assets, what they do, locations, owners, access, retention, and other aspects of data protection.

3. Understand the law

Be aware of the lawful basis of the personal data that you process. The majority of the legal basis for processing data requires the process to be deemed necessary. If you can achieve the job without processing the data, then it is not considered a necessity. If the purpose of handling the data changes, make sure this complies with the regulation.

4. Ensure consent

Make sure you know the consent process, and how you request permission. Consent is vital as it is a legal requirement. The permission for data needs to be obvious, clear, and in a place that is apart from your terms and conditions. Consent must be via an affirmative opt-in method, and easy to understand. The individuals whose data you are handling need to know precisely what will happen to it and that withdrawal is allowed at any time.

5. Make withdrawing records easy

Keep records of consent helps to meet high GDPR standards. Records will often have to include how you obtain consent, and when. As well as this, organisations should implement regular reviews of approval to make sure it is still appropriate. It should be easy to withdraw consent, and you should act on withdrawals promptly. No one should feel as though he or she cannot remove consent.

6. Show your commitment to privacy

Privacy notices should be prominent, and readily available. This allows the individual whose information is being controlled to know who has their data, why, and what will happen to it. Privacy notices need to be in a language any individual can understand, and in a place that is easily accessible.

The responses to queries about data protection need to be met quickly and have a procedure to deal with it in motion. It is recommended to have timescales for responses, and training for staff to be able to manage responses and meet the needs of the data owner.

7. Data disposal

Allow for a method of removal and deletion. Make sure that there is a process in motion for the elimination of information when the time for retaining the records is over. It is helpful to set up a procedure for information deletion requests, and those who will assist in the disposal of the data. The contract must include measures for this.

8. Review your policy

Your business must hold, monitor and review a thorough data protection policy. This will allow for security maintenance, and whether the policy is being implemented efficiently. The plan needs to be managed, published, and distributed to all of its staff. It will need to be reviewed to make sure it is still relevant and is still an effective policy.

9. Perform a DPIA

As well as your policy, you should review your data collection and storage. This will identify ways of reducing the amount of data that needs collecting and processing. This may also include a review of how the process takes place, and if any features of the process need to be updated, or anything that requires further analysis. Performing a Data Protection Impact Assessment (DPIA) will help minimise the privacy risks that could you could avoid during processing unnecessary information. Hefty fines can be a result of a poorly conducted DPIA.

10. Appoint a DPO

Assign a Data Protection Officer (DPO), and train staff in the necessary aspects of the GDPR. The DPO will have to have communication with the businesses Information Commission Officer (ICO). This individual will be responsible for the designation of data protection accountability.

Awareness of information security must be upheld at all times, with careful consideration of all aspects of risk. This will include issues such as data sharing abroad, such as in and around the European Economic Area. Not only this but reviewing and managing the security within the technology itself.

Get your checklist ticked

If your business needs support with getting GDPR off the ground, then speak to the experts at Cyan Solutions who can help to prepare your business and help you to achieve GDPR compliance. For friendly, professional advice, get in touch with the team today.

The Financial Impact and Gains Of GDPR

The General Data Protection Regulation (GDPR) has taken four years of negotiations and debates, and the finalised legislation will come into place on 25th May 2018. As a business, the topic on everyone’s mind is how much is GDPR going to cost me? Looking at the cost vs gain of implementation, we have outlined what you could lose for non-compliance against what you can gain from being prepared for the EU’s newest law.

Breach charges

The most obvious way to be financially affected by the GDPR is through non-compliance. As it stands in Paragraph Five of Article 83 in the GDPR official document, the cost for breaching any of the legislation is a maximum of €20 million or 4% of the total worldwide annual turnover of the preceding financial year; whichever is higher.

While it is not currently known how high the actual fines for breaches will be, it is assumed that the initial infractions will set a precedent for continued charges. It is highly likely that the EU will implement high penalty to present a clear fight against non-compliance.

In the UK, the recorded highest fine for a data breach was given to telecommunications company Talk Talk. Talk Talk were fined for their violation of data over 150,000 customers names, addresses, dates of birth, phone numbers and email addresses as well as thousands of customers bank details and sort codes. In this instance, the cost for the telecommunications company was £400,000.

While it is not currently known the intended outline for breach charge levels, starting the legislation with a strong message of control seems to be the aim of the GDPR regulators.

Impact of reputation

While a data breach is considered the highest financial impact of non-conformation to GDPR, it is essential also to consider the cost impact for a bad reputation. With modern technology, customer-effecting incidents rarely stay out of the news. While all eyes will be on the implementation of GDPR, it will not be long to discover which companies are not complying from the onset.

In regards to the Talk Talk breach mentioned earlier, it is estimated that they lost 101,000 customers and suffered non-fine related costs of £60 million. Despite the violation happening in 2016, the company is still considered inferior to its competition; with a considerable amount of that falling to customers trust. It can take a long time for companies to earn trust and just seconds to cause irreparable or long-term damage.

The financial gain of GDPR

While many businesses are worried about the initial costs, in regards to time, resources, equipment and training, it is always important to remember the financial benefit that can be reaped from a well set up, maintained and in-house regulated policy.

Running costs

Many international companies invest considerable funding for country-specific officers in charge of monitoring the company’s data protection and liaising with government officials to ensure they are regularly updating and monitoring accordingly. Having an EU-wide policy will enable organisations to have less staff working on the data protection side as there is now only one regulation for all. This opens up opportunities for companies to deploy personnel to excel other aspects of the business.

Having one, firm legislation that is operated by all companies also means that costs of training new employees will be reduced as organisations can set up one business-wide GDPR training system.

It may be assumed jobs will be lost from the lack of need for country appointed government liaisons. However, employees with this background and understanding can successfully be deployed to a data protection officer (DPO), or monitoring role. These members of staff are the SMEs and the trainers who can reduce the costs for training new employees on the difference between the old and new legislation and how they affect the business in-house.

Reputation 2.0

As previously discussed, the negative impacts of reputation are critical contenders in the cost element of GDPR; however positive reputational results are essential to consider when looking to

reap financial gain. Customers are going to be using their research to find out which companies they can trust, and this will be reflected by the publication of data protection procedures and how prepared a company is to comply.

For your business, you can show your customers and prospects that their trust and your compliance is at the top of your priorities. Ensuring there is a clear outline, readily available to customers highlighting how you as a business intent to not only comply to GDPR standards but also how you intend to keep your customers well informed and protected will assist in boosting reputation for the company in comparison to competitors.

Reap the rewards today

As GDPR comes into legislation on 25th May 2018, there is no time to waste. It is important to ensure you are prepared well in advance and have spent enough time broadening your knowledge on the topic to ensure there are no nasty surprises. To make sure you are ready, get in touch with the experts at Cyan Solutions today to provide your business with the tools you need to see the benefits of GDPR.