What is GDPR?
Formulated over a total of four years, the General Data Protection Regulation (GDPR) has been developed in order to monitor and regulate the new ways that consumer data is used in an ever technologically advancing world. Replacing the 1995 EU Data Protection Directive, it is designed to implement the stricter regulation, as well as hefty fines of non-compliance and breach of data, and give consumers more control on how their data is stored and distributed by companies.
Principle One: Compliance and company-customer honesty
Any data shared with a company by a customer is still lawfully owned by the customer. GDPR is designed to help customers sharing data stay in-the-know about what happens with their data and offers the ability to review it. For businesses, the processing they describe must match what they have outlined as their objective. Stricter monitoring of this means that any organisations breaching contracts between themselves, customers and the EU regulators will face higher fines and harsher repercussions.
Principle Two: Purpose limitations
The initiation date in May 2018 brings in new rules in relation to the reasoning for obtaining data. Outlined in the official document, personal data may only be collected for ‘specified, explicit and legitimate purposes’. This means that customers consenting to a company holding their data cannot have their data used for marketing, consumer research or third-party distribution. Removing the clauses allowing organisations to use the submitted data in deceiving ways allows for a higher level of privacy and control over what is happening with your personal information.
Principle Three: Relevance
Where a customer would once supply a considerable variation of their personal information to allow businesses to have full records, the new legislation controls companies from obtaining any data that they do not explicitly need. Anything not relevant to the process the data is required for must either never be obtained, or removed to ensure it complies right from the beginning of the legislation.
Principle Four: Accuracy
If a company intends or requires holding customers information for a considerable length of time, they now must ensure that not only does it meet a 100% accuracy rate, but also that it is regularly updated to make sure it is up to date. Periodically checking the accuracy of the data is a secondary way to ensure that what is being stored is still relevant and required for the practice in motion. Developing a successful method for managing and storing data also assists in consumer protection against identity theft.
Principle Five: Limitations
Ensuring that identification of data subjects is monitored and regulated allows for businesses to regularly review the need for specific data. Applying company based compliance settings on how long a consumers data can be obtained without regular review or use is a sure-safe way to ensure GDPR is always being applied and avoiding stern charges and repercussions. Also, checking the finality of deleted data is a safe way to protect a company from any negative consequences, as well as protecting the customer from the dangerous distribution of their information or identity theft.
Principle Six: Security
While a business may be maintaining strenuous legislations about the removal and relevance of consumer data, it is important to remember the importance of an air-tight security management system. Security is essential to ensure third parties cannot enter the system and obtain information that a company could be held liable for distributing. Employee confidentiality, two-step computer systems are locked, and remote storage are just three of the ways as a business you can ensure the protection of a consumers data, and your own licences.
Think about your clients
Consumers will be aware of the implications of GDPR and will know what to look for when assessing your business. It is worthwhile considering the customers perspective to make sure your GDPR system is compliant in their eyes.
Consumer safety measures include;
• Terms and Conditions – Does your business make your terms and conditions as well as data opt-in readily available?
• Requesting deletion – How will your business handle requests and cater to customer needs. What is the timescale for removal and how can errors be avoided in this situation?
• Rights – Customers may ask for clarification on your policy to ensure you are a trustworthy business. Can your organisation provide the knowledge and peace of mind that the customer is looking for?
If you need help addressing any GDPR concerns, then get in touch with the IT Solution experts at Cyan Solutions. The team can help you to implement the necessary GDPR measures to ensure your business remains competitive, successful and compliant.