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.

 

Driving Business Growth Through IT Infrastructure

IT infrastructure is often a practice that is avoided or stepped around, with many companies simply going with the flow when it comes to their IT management. Many businesses will only make changes and upgrades when it becomes necessary due to equipment failures. Operating your IT planning in this reactive, fire-fighting way is not going to support and help your business grow. A good and well thought out IT infrastructure should be aligned with the businesses goals and growth plans.

While an efficient IT plan does take time and careful planning to create, they are worthwhile and will help your business reach its goals and prevent issues and faults. Having a decent IT infrastructure in place can help a company to optimise its resources, save costs, reduce dependencies and improve productivity. On the other end of the spectrum, having a poor or non-existent IT plan can result in outdated systems, digital skills gaps and lack of productivity all of which can affect your bottom line.

It can all be a bit overwhelming with where to start when creating an IT infrastructure for your business, which often puts organisations off. However, if it is done properly, it will pay off in the long run. Architecture and Governance Magazine revealed that some Fortune 500 companies and government agencies had validated returns on investment as high as 700% thanks to their investment in IT planning.

Here at Cyan Solutions, we have the expertise and knowledge to assist you in creating an effective and powerful IT infrastructure that supports your business and its long-term goals with a proactive approach. We do not believe in one-size-fits-all, and so our approach to all projects is considered and structured; we highly tailor every detail to fit seamlessly with your business model. Following a plan, create, maintain model, we work carefully at every stage to ensure we develop a service that truly addresses your individual needs – both now and in the future.

Plan: How to prepare for creating an effective IT infrastructure

A thorough audit of everything your business currently has by way of IT and everything it will need in the future is the best place to start when creating an IT plan. On the surface, it may seem that an IT plan only concerns hardware and software, but there is so much more to consider. It is important to think about the human resources of the business, the cost management involved, and also the risk management.

At Cyan Solutions, we work closely with our customers to undergo comprehensive reviews that will give us a detailed insight into the businesses IT needs and assets. This process provides us with the opportunity to integrate our strategic thinking as part of your team.

Once we have completed a comprehensive audit and got a full understanding of your business needs, we can then help to create an actionable IT framework strategy and plan that covers all aspects of the company. At this stage, we will also ensure that your IT infrastructure is fully GDPR compliant.

Create: Designing and implementing the IT framework

Once the plan has been finalised and agreed upon, we will get started on designing and implementing the infrastructure, while ensuring minimal disruption to the day to day running of your business. We will develop your new IT capabilities through the previously planned and agreed software and hardware. Working closely with all vendors and software providers, we will unlock the potential of your IT.

At this stage we also ensure everyone within the business is happy and fully trained on any new platforms or applications that have been implemented. We use technical architecture to tailor the IT infrastructure to be specific to your business needs while ensuring the highest levels of security, flexibility and accessibility. It is the advantage of proven technology, tailored to your individual needs and goals.

Maintain: Proactive maintenance and performance monitoring

We guarantee a long-term solution and offer the highest level of service with a robust set of agreements. Once your new IT infrastructure is up and running, we continue to work hard to troubleshoot for any potential issues and provide proactive maintenance to help keep your systems up to date and running in the best possible way for your business.

We will implement any relevant patches, monitor overall performance, and keep on top of industry issues. Our expert teams will guarantee your new system is upgraded and adapted where necessary and ensure that your infrastructure is properly protecting your customer’s data and is always fully GDPR compliant.

When you choose Cyan Solutions, you can expect fast and responsive help from a knowledgeable team that is always on hand to help. As a result, you will get exceptional service whenever you need it, as well as total transparency on our performance. With your IT infrastructure taken care of, you can reap the rewards and focus your attention on your business growth strategy.

Start your growth strategy today

If you want to find out more about how Cyan Solutions can help you to plan, create and maintain an IT infrastructure that will support your business growth, get in touch with our expert team today.

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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.

 

Why Use A Virtual CIO? 

The fast-paced world of IT can make it very difficult for small businesses to keep up. Having a full IT department to not only maintain the day to day core functioning but also to strategise for the future of the organisation comes at great expense. Fortunately, there are ways for enterprises to enjoy the value of a strategic IT department, without the significant costs and impact on the whole business budget. Introducing a Virtual Chief Information Officer (vCIO).

What Is a Virtual CIO?

A Virtual Chief Information Officer provides all of the services of an on-site IT department, such as maintaining computers, protecting servers and troubleshooting IT issues. However, as you do not need staff, it is a service that provides IT protection at a significantly reduced cost.

As well as maintaining IT systems in a way an IT team or managed IT service provider can offer, a virtual CIO has the ability, knowledge and skillset to strategise your IT requirements and plan for the future.  Using in-depth analytics and expertise in strategy, budget planning and operations, a virtual CIO can go beyond traditional IT services and be proactive for your organisation. This advanced skillset can not only help your business to save money, but by utilising a virtual CIO instead of employing a full-time CIO, you can enjoy superior services for less.

Having a virtual CIO allows your business to remain competitive. Your organisation can enjoy an advanced strategic role without the staffing costs. With a virtual CIO, you have the flexibility and reduced costs that your business needs. You can utilise virtual CIO services for a few hours a week or choose a service on an as and when basis. At Cyan Solutions, we will work with your organisation to plan your virtual CIO needs so that you have the right level of virtual CIO assistance that your business requires.

What can a virtual CIO do?

Ultimately, a virtual CIO can seek out the strengths, weaknesses, opportunities and threats for your business and help your organisation to be proactive in its response. One aspect in which small businesses can particularly gain an advantage is with risk, governance and compliance. Penalties in the technology sector can be rife, particularly when it comes to data. With a virtual CIO, you can stay ahead of the changes in the industry and make sure that you put your compliance plan in place before any deadlines.

Other areas that a virtual CIO can help with is improving all aspects of your IT planning both in the short-term and long-term, to help lessen the impact on your bottom line. Virtual CIO service may help you to evaluate aspects of your IT that you have yet to consider. Looking beyond the architecture and service you provide, a virtual CIO can help with elements including;

  • Performance analytics
  • Web and communications strategy
  • Telecommunication
  • Knowledge sharing and information database
  • Auditing
  • Change and change management.

With all of these aspects considered, a virtual CIO can be a great investment to help reduce costs and improve productivity and efficiency.

Benefits of a virtual CIO

Comprehensive coverage:As discussed above, a virtual CIO covers all of your IT requirements, from day to day maintenance to long-term strategy and planning solutions. With no hidden charges or separate billing, you receive the services you require for the time that your organisation needs. For some organisations, this can mean a fixed monthly cost with 24/7 protection and monitoring. For others, they may require more from a virtual CIO at peak demand periods.

Proactive prevention: A virtual CIO managed system can help to monitor your current IT health with the help of dashboards and analytics. By forecasting and real-time monitoring, you can be sure of a proactive response which can eliminate problems before they arise. With full visibility through an impartial system, your business can make the right decisions based on accurate information.

Increased productivity: By making sure your IT system is well structured and carefully managed, you can reduce the risk of downtime and impacted operations. With a virtual CIO, you can make sure that everything is running efficiently. With updated software, hardware and cloud technology, you can seamlessly increase staff productivity and project uptake to maximise success and keep your projects profitable.

Virtual CIO with Cyan Solutions

Of course, the core benefit of a virtual CIO is how cost effective it can be. By covering all services from a comprehensive IT department in a virtual manner, your business can reduce costs and increase efficiency leading to further savings. At Cyan Solutions, we want every company to realise their potential. After a comprehensive IT audit, we can explain the benefits a virtual CIO can bring to your business and tailor a virtual CIO package to suit your needs.

Find out more about what we can do to help your business and take the first steps to IT efficiency by arranging your IT audit with Cyan Solutions by contacting us.

Is your business prepared for bad weather?

In recent weeks, the UK has been brought to a standstill thanks to wintery weather from “the Beast from the East” and Storm Emma. Train delays, gridlocked motorways and empty offices were common sights across the country, with thousands of people unable to get to work because of the freezing temperatures and snow showers. It is estimated that the spell of bad weather has cost the economy at least £1bn a day, making it the most costly weather event since 2010.

Snow is not the only example of poor weather affecting businesses. Flooding is the most common and widespread natural disaster in the country, according to the UK government. Every year since 1998 there has been at least one severe flood. With around 260,000 commercial properties located in flood risk areas, it can cause huge problems. In fact, two-thirds of small business in the UK were affected by extreme weather in the last three years.

These kinds of poor weather events result in thousands of employees not able to get to work, with many depending on public transport and roads to make their journeys. According to RSA Insurance Group, on one snowy day in December 2010 up to one-third of employees could not get to work safely. Despite this, the FSB suggest only 27% of businesses have a severe weather plan in place.

Reduce weather problems with clouds

With the advanced technology available today, there is no reason for businesses to be impacted by staff not making it into the office due to bad weather. The use of cloud-based technology means that employees can remain productive wherever they are, whether it is stuck on a delayed train or snowed in at home. If businesses are properly utilising the cloud as the powerful tool it is, then employees will be able to access their emails, files and work-related software from anywhere with a network connection.

Remote working

Giving workers the flexibility to work from any location will often boost productivity and efficiency. Statistics reveal that 82% of telecommuters reported lower stress levels, making for happier and more productive employees. Even if businesses do not want to introduce remote working all of the time, employees will benefit from having their work on hand wherever they are such as meeting rooms and conferences as well as meaning they can work remotely in the event of bad weather.

Server safety

As well as keeping employees connected from any location, using a cloud solution also gives your business added protection. When the freezing temperatures cause a pipe to burst or the heavy snow leaves you with a leaking roof, there is no need to worry about damage to your office-based server. All your businesses data is safely stored and backed up in the cloud. When the poor weather conditions result in power lines being taken out by high winds and freezing temperatures, many businesses will struggle to continue operating as normal. When your servers are cloud-based, they will not be affected by that local power cut, meaning your staff can keep on working and accessing their data.

VoIP

In addition to using cloud-based applications to protect your business against severe weather, other technology such as VoIP and telecoms can also be extremely useful. You can give your employees access to their office landlines from anywhere with an internet connection with the use of VoIP and virtual numbers. As easy as downloading an app onto a mobile device, desktop phones can be seamlessly connected to a mobile device anywhere in the world, allowing your staff to continue working as normal.

There is no need to cancel face-to-face meetings because of wintery weather conditions. Software applications such as Skype allow employees to hold meetings from any location, so whether they are stuck at home on a snow day or at a standstill on the motorway, that meeting can go ahead as planned.

Get your business weather ready

Here at Cyan Solutions, we can help you to start protecting your business against the adverse weather conditions and provide you with all the information and technology you need to enable your employees to work from anywhere. Our cloud-based system can replicate a user desktop from anywhere and at any time of day, allowing real-time access to files and business apps. Our VoIP solutions are ideal for keeping your staff connected, wherever they are in the world.

It is so important for businesses to plan ahead for bad weather situations and maintain a solution that is ready to change and grow as the company does. Get in touch with us today to find out more about switching to a cloud-hosted solution and take the first step in protecting your business against the predictably unpredictable British weather.

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.

The Importance Of Having A Good Technology Strategy 

Technology underpins the success of the majority of businesses in today’s world. Whether it is a small or medium-sized business selling products locally or a multi-national company that reaches every corner of the globe; information technology is essential. 

Technology evolves at a rapid rate. Therefore, it is vital that any organisation deals with the challenge through the implementation of an effective plan that will help them to prioritise and budget accordingly. 

An effective technology strategy will make it possible to prioritise resources and funds for all initiatives and projects that will benefit the organisation in a way that will allow it to grow and evolve. The majority of technology strategies will look ahead by three to five years, and they will consist of goals and objectives as well as principles that can help to guide the plan and the business as well. 

Of course, strategies can vary, and this can often be down to the size and type of business. However, its importance should always be acknowledged. Mainly, plans should be specific and actionable, whereby they detail the required resources, costs and timeframes. However, those that are more general in nature will be down to senior management to ascertain the specifics to meet goals and objectives. 

How a technology strategy underpins the business strategy 

A technology strategy will have four main functions; 

Initiate 

The first is for the IT department, manager or managed service to initiate discussion with senior management to identify the investment that is required. When it comes to new projects that can help to drive a business forward, the technology strategy will be used to as part of these discussions. It will make it easier for management to understand how investment should be balanced and how projects should be prioritised in line with other functions of the business. It will essentially make planning a lot more efficient and precise. 

Plan 

Secondly, the technology strategy will play an influential role in the way projects, and resources are planned. It will help to identify the needs of the business from an IT perspective and highlight all resources that are required while software and vendor selection will also be made simpler. Having the ability to anticipate these costs and timings will make it possible to plan and implement all changes so that they fit into the primary functions of the business.  

Create 

Thirdly, management will have a greater understanding of what is required and how their departments will not only benefit but how the technology strategy will affect each department. It is crucial that each strategy throughout the business work together and so, the technology strategy will feed into this, enabling management to understand which technology priorities should be rolled out across the organisation. Through active management, the technology strategy will align itself more positively with executive decisions before projects begin. 

Maintain 

Finally, management and IT can focus on maintaining the strategy in a proactive nature to make sure that the technology continues to align with the needs of the business and its customers.  

Who benefits? 

The technology strategy is designed to underpin the communication that takes place between the IT department and management in a way that enables the IT departments to work strategically when managing projects and making investment decisions. Management and business owners will benefit because it allows improved negotiations to take place when there are requests for new projects or initiatives. 

When it comes to business goals, the technology strategy will enable management and executives to think strategically when they request improvements in technology or even consider the use of new technology. Their functional strategies can be used with IT management to determine which technology project will benefit the business and help it to meet its goals in the short or long-term. 

The transparency that comes with a technology strategy will make all required resources easy to identify when it comes to staff being assigned to IT projects. It will also make it possible for management to trace costs and detail exactly why the money and resources are required. 

The needs of a business can change and so, taking a strategic approach will provide a structure by which management will listen to the needs and input from a technological perspective, particularly where IT support will be required. This will ensure that priorities are balanced, which in turn will enable businesses to grow and push forward in a way that consists of very little conflict across departments where all are aiming to meet the same mutual goals and outcomes. 

How Cyan Solutions can help 

Cyan Solutions can assist with IT planning, strategy creation and ongoing maintenance. Through aligning themselves with your business, Cyan Solutions can deliver solutions that get results and enable your business to reach its targets. The aim is to help your business get as much from your investment as possible through tailoring a platform that has been designed to your specific needs.  

Finally, Cyan Solutions can help to manage and maintain your technology, helping you to work productively by ensuring maximum uptime as well as continuing vital security measures. To find out how Cyan Solutions can help to align your technology strategy with inspiring solutions, call the team on 02392 333 365.  

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.