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Protecting Data with GDPR (General Data Protection Regulation)

August 8, 2024 | By Accorian

What is the General Data Protection Regulation (GDPR)?

The General Data Protection Regulation (GDPR) aims to change how organizations oversee information protection and bind information protection rules throughout Europe. It was introduced in 2018, and considering its severe necessity of such a standard, its significance has monumentally increased. This blog deep dives into the elements of the GDPR standard, its significance, its many structures, and best practices to ensure compliance.

GDPR empowers individuals residing in the EU digitally by providing them with certain rights over the data collected and stored by organizations. It also enforces certain restrictions on organizations collecting and storing customer data, thus improving data security and dramatically reducing the chances of data losses and breaches.

Applicability of GDPR - Who Must Adhere to Its Regulations?

Contrary to popular belief, GDPR regulations are not limited to entities operating within the EEA (European Economic Area) but applies to any and every any organization that collects or handles personal data of EU citizens, regardless of its location.  If an organization is located outside the EU but provides services in the EEA, it too must demonstrate compliance with GDPR.

GDPR regulations state that any entity or organization that collects, stores, transmits, and processes personal data is a Data Handler. Two types of Data Handlers are required to comply with GDPR: The Controller and The Processor. The term “Controllers” refers to people in charge of personal data. They can choose the purpose, means, use, and storage of data collection. Controllers may represent organizations, government agencies, or individuals who meet the prescribed conditions.

On the other hand, ‘Processors’ refers to those entities that handle, store, or process personal data based on the requirements set by the Controller. They are entities that provide services to controllers, such as data analysis, transfer of data, data destruction, and even storage of data. However, processors have restricted authority, meaning they can only act within the boundaries set by the controller and must adhere to the stated instructions.

Key Provisions of GDPR Regulations

GDPR is a regulation that has various articles and provisions to protect data. The following features play an important role in securing customer data. They are as follows:

The Business Advantages of GDPR Compliance Framework

The GDPR is a stringent data protection regulation that focuses on transparency and privacy by default. By complying with GDPR, organizations can demonstrate their commitment to protecting users’ privacy. Furthermore, complying with GDPR can provide a competitive advantage for organizations striving to expand their operations in the European Union.

GDPR also helps streamline the businesses’ data management practices. Certain General Data Protection Regulation requirements or processes ensures that data is collected, stored, and processed in an organised manner which in turn helps organizations operate more efficiently and reduces the chances of potential data breaches.

Organizations can also maintain the security and integrity of their data cross-border by adhering to GDPR, which includes stringent requirements on transferring protected data outside the European Union. Cross-border transfers are crucial to businesses that export and import data. In order to facilitate them, GDPR has increased territorial reach beyond the European Union, ensuring that protected data is securely processed and stored by organizations outside the European Union.

Due to its international applicability, even organizations outside of the EU can benefit from aligning their data protection practices with GDPR. It can help organizations improve their global opportunities as the compliance standard enhance the organization’s reputation as a responsible and trustworthy entity.

Best Practices to Ensure Compliance with GDPR Regulations

Navigating the GDPR requires both best practices and specific compliance measures. The essential steps and practices for organizations to ensure GDPR compliance framework are as follows:

  • Appoint a Data Protection Officer (DPO):

    Appointing a Data Protection Officer is a crucial requirement under the GDPR, mandated for certain organizations handling large-scale processing of sensitive data. DPOs act as the main point of contact in implementing and managing the organization’s security posture. The DPO is responsible for ensuring that the organization adheres to General Data Protection Regulations via internal audits, compliance activities, and incorporating data protection techniques into the organization’s operating procedures

  • Establish a Central Personal Data Register:

    Conducting data mapping and establishing a personal data register represents a fundamental step towards the GDPR compliance framework. This involves comprehensively mapping the journey of personal data within the organization, detailing its collection, storage locations, processing methods, and individuals or entities with access. The register must be regularly checked and updated to ensure its integrity. Creating a data flow map based on the register contents can visually illustrate the internal and external pathways of personal data, offering valuable insights

  • Conduct Data Protection Impact Assessments (DPIA):

    One of the most crucial methods for organizations demonstrate GDPR compliance is by preparing a DPIA for each high-risk data processing activity. Simply put, a DPIA is used to evaluate and foresee how certain information-handling activities might influence an individual's security and rights. Associations can use it to assess the anticipated risks of new data handling techniques before implementing them. Lowering the risks early in the execution cycle helps reduce threats to information security. Furthermore, DPIAs not only provide evidence of GDPR compliance but also reduce functional expenses by optimizing information streams within an activity and reducing redundant information collection or storage

  • Transparency and Privacy Notices:

    Provide clear privacy notices to individuals explaining how their data is used, who it's shared with, and their rights regarding their personal information. Organizations should use comprehensible and straightforward terminology. Additionally, confusing or pre-selected checkboxes should be avoided when obtaining consent from the user

  • Process and Record Data Subject Rights and Consent:

    Organizations must obtain explicit and freely given consent from individuals before processing their data. The General Data Protection Regulation significantly enhances individual rights, leading organizations to expect a rise in requests and complaints from data subjects. Organizations must address these requests within a month unless the requests are unfounded, excessive, or can be legally refused. Organizations are also obligated to provide data subjects with options to withdraw consent at any time and document consent records comprehensively

  • Employee Training and Awareness:

    Provide training or education to employees with access to personal data (Data Processors), ensuring a complete grasp of their responsibilities in attaining and sustaining the GDPR compliance framework. The Training should ensure individuals recognize and understand the personal data they oversee, comprehend the methods and reasons for processing it, protect it with an emphasis on information security, appropriately handle user requests, and promptly address suspected personal data breaches

  • Data Breach Preparedness:

    Organizations must develop a comprehensive data breach response plan that includes communication protocols, escalation procedures, and preventive or mitigative actions in case of unauthorized data access or loss. Regular testing and simulations of the plan help ensure swift and effective crisis response

  • Third-party Vendor Management:

    Carefully vet and monitor third-party vendors who process personal data on the organization’s behalf. Guarantee that third-party service providers have robust information safety efforts set up and that the General Data Protection Regulation is consistent through data processing arrangements. Also, associations should exert reasonable effort to guarantee that outsider sellers stick to agreed authoritative terms. Organizations should establish a risk threshold that drives the ongoing compliance monitoring efforts from a timing, frequency, and scope perspective to streamline this process. The level of compliance monitoring applied is based on the risk rating assigned

  • Continuous Improvement:

    Conduct regular audits and assessments to identify any gaps in GDPR compliance and promptly implement corrective measures. Assessing the efficiency of operational practices concerning personal data is crucial for demonstrating accountability for the General Data Protection Regulation. In addition to demonstrating effectiveness, it shows a commitment to ongoing improvement. The evaluation might involve self-assessment by business process owners, an internal audit examining business unit compliance, and an external audit assessing organizational compliance

Conclusion

The following General Data Protection Regulation best practices are critical for the GDPR compliance landscape. While guiding through the GDPR compliance landscape, it is imperative for an organization to follow the data protection best practices. This helps organizations strengthen their compliance efforts by implementing robust measures, such as data processing protocols, open consent systems, frequent audits, and thorough staff training.

Accepting these practices not only ensures alignment with GDPR regulations but also strengthens trust with stakeholders by safeguarding personal data and supporting individual rights.

How Accorian Can Help

Accorian offers comprehensive GDPR services to evaluate and enhance an organization’s security posture. We provide meticulous gap and compliance assessments that delve deeply into GDPR requirements, identify potential risks, and safeguard sensitive data. We aim to protect brand reputation, financial integrity, and client trust by safeguarding sensitive customer data.

We recognize the importance of protecting an organization’s sensitive information. Our General Data Protection Regulation (GDPR) services are thorough, reliable, and discreet, designed to safeguard your interests and build client trust. With our assistance, organizations can confidently adhere to GDPR, protecting themselves against potential disruptions, financial losses, and damage to their brand reputation.

FAQs on General Data Protection Regulation

Here are some frequently asked questions based on the General Data Protection Regulation:

GDPR (General Data Protection Regulation) empowers individuals in the EU region by giving them certain rights over the data collected and stored by organizations. It also enforces certain restrictions on organizations’ collection and storage of customer data, improving data security and dramatically reducing the chances of data losses and breaches.

The 7 key articles of GDPR are as follows: 

  • Lawful Basis for Processing
  • Consent Requirements
  • Data Subject Rights
  • Data Breach Notification
  • Privacy by Design and Default
  • International Data Transfers
  • Penalties for Non-Compliance

GDPR is not limited to entities operating within the EEA (European Economic Area). It applies to any organization that collects or handles the data of EU citizens, regardless of its location. 

The General Data Protection Regulation (GDPR) enforces strict data protection, focusing on transparency and privacy. It enhances competitive advantage in the EU, reduces breach risks, ensures safe data transfers, and boosts global brand reputation and market access.

Appointing a Data Protection Officer is essential for organizations handling large-scale processing of sensitive data. DPOs are the main point of contact in implementing and managing the organization’s security posture. They are responsible for ensuring that the organization stays compliant with General Data Protection Regulations via various activities, such as internal audits and compliance activities.

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