8 Steps With Which You Can Make Your Firm GDPR Compliant
The advent of computer and internet provides vast opportunity to business world as now they can easily do business around the globe and do not have to deal with paperwork. Though the above prospect sounds too lucrative but in reality you have to be too secure over the internet so that no third party can steal confidential information of your clients. At present, it is mandatory for you to strictly comply with GDPR norms and regulations. The General Data Protection Regulation Act was passed by European Union back in April 2016. At present, it is mandatory that a company should strictly follow this Act and those who are found violating it are levied with hefty fine.
Acknowledge articles as well as several key concepts
As per GDPR Act, you are required to implement it on a legal and technical basis. Moreover, it is also required to make your company’s HR, security team and IT professionals aware about the Act. If it is possible then you should also get fully aware of several articles viz. 5, 6, 12 to 22 and 25 to 32. These articles basically focus on principles and laws related to data processing. You also have to make your staff aware of proper data portability and access.
First and foremost thing for proper GDPR compliance is to undertake proper data mining. Due to this process, you will come to know about the movement of data inside your firm. By acknowledging the proper flow of data, it is easy to make an inventory which in turn will aid you in complying with the Act. The first step in this process is data mapping. In this process, it is required to collect basic information of your clients such as personal information, reason why they contacted your organization, process of handling, disposal etc.
One of the best ways to implement risk reduction process is to store only relevant information of clients that too for a short time period. Along with this, it would be better to get rid of the last 8 digits of IP address. It would be a great way to get a secured connection with your customers. Moreover, it is also mandatory to keep a check on data processors and see whether they are GDPR compliant or not.
Adjust your company’s website
It is very important to make opt-ins GDPR compliant. You shouldn’t use single generic opt-in for users consent so that he or she can get emails from your company. Before asking a user to acquire your company’s news letter services, it is very essential to ask them about specific authentication for the process of data.
Furthermore, you also have to make users understand about the purpose of cookies on the company’s web portal. It is recommended to provide them information in a plain language. You should also inform users when you are using a specific functional cookie for a program.
Auditing and monitoring
You should make it a prime concern that the data moves inside of a business organization in a transparent manner, thus it would be easy to comply with the Act. No matter which type of organization you own, it is very essential to properly define the reason for data collection. For a specific product or service, you are required only to collect personal information; you also have to consider that the data shouldn’t be shared during processes which are not related to each other.
Furthermore, it is very essential to protect data from hacking incidences as it can malign the image of the company. To safeguard the interest of customers, the data which is obsolete should be deleted in a timely manner. Regulation of e-Privacy is another subject with which your company can provide effective protection to clients.
Some other areas to consider
It is very essential to check whether the data processor prompts before sending any information outside EU or EEA. This process provides protection to important data of your clients. Data Protection Impact Assessment is another such norm which when implemented in an organization provides you an opportunity to protect sensitive projects.
You can also designate DPO or Data Protection Officer inside your organization. DPOs basically check the working system of an organization and make them aware about the shortcomings; this provides you an opportunity to correct any glitches in the organization. Moreover, DPO also provides training to the staff members so that they can handle data of clients in an efficient manner.
Reporting of breaches
It is mandatory to report about any data leakage from your company, for that it is very essential to install sophisticated software which detects such incidences. As an owner, you have to have software which regulates inside as well as outside data breach incidences. It is a wise step to install breach matrix and set up severity of data breach and subjects which get affected due to such incidence. It is mandatory to report about the breach within 3 days time to a concerning authority.
Due to data breach, important information of your customer will get exposed which can easily be manipulated by the third party. This process can lead you in a very grave situation. Thus, it is recommended to undertake proactive measure before hand and provide impeccable encryption to a client’s data, this way even if it gets leaked then it will be of no use to the hacker.
There are two different types of data encryption techniques which are considered as most important viz. In-Transit and At-Rest Encryption. Through At-Rest encryption process, data gets duly protected i.e. from server as well as client side. Moreover, In-Transit encryption provides data protection while it is on the move.