Processing personal data is an integral component of every business. It is used to streamline processes, connect with employees and customers, as well as analyze the performance of previous years.
In order to be GDPR-compliant To be GDPR compliant, you must keep an account of your processes. This article will help you in creating your internal document so that you are able to prove your compliance before supervisory officials.
Data Mapping and Inventory
A complete and precise overview of your personal information is crucial to ensure the transparency of your organization and to ensure accountability. This is also the most effective way to determine if the company is legally able to the processing of personal data.
Data mapping is an intricate process, usually involved in multiple departments within the organization (marketing and web development, HR, and so on.). It is essential to locate an expert who can assist create this map quickly and accurately and support the complete range of personal information the business processes.
A complete and accurate data map is the initial stage in the implementation of an internal accountability system that is required under Article 30 of GDPR. It will allow you to comply with requests for access to and erase personal information promptly and demonstrate the required completeness and transparency that the data privacy laws require.
Purpose of Data Processing
One of the primary goals of privacy legislation is to provide transparency and accountability to the processing of data. But, it is difficult to achieve without a detailed record of the data being taken, the reason for it, and where and at what time.
This is why Article 30 of the GDPR demands that organizations maintain records and overviews of processing processes for personal data that are available on the request of supervisory authorities. This document also includes the categories of data, recipients, the purpose for processing as well as a summary of security measures that are in the place.
The initial creation and continual upkeep of RoPA is time-consuming. This can be a drain on resources, especially for companies with large scales that handle many different kinds of personal information. However, this document is crucial to self-audit and identify areas for improvement or improve procedures.
Data Categories and Types
The GDPR requires companies that handle personal information to maintain complete records of their data processing procedures, referred to as a register of processing activity (RoPA). The records should be easily accessible to the authorities on request.
The only method to establish an RoPA which is useful and effective is to divide the business processes into segments which are similar in terms of the kind of data that is processed in the respective areas. It could include functions of business like marketing, sales and HR as well as physical locations like factories or warehouses.
Consider the lawful basis you are using to process every set of data. This can help you distinguish from data sets, so you are able to respond in a specific way to access requests from individuals who are data subjects.
Data Flow Analysis
Data flow analysis is a technique to document the origin as well as the storage and destination of danh gia tac dong xu ly du lieu ca nhan personal information within an organisation. It’s similar to a Data Protection Impact Assessment (DPIA) however they have distinct purposes and roles.
An analysis of the flow of data at a granular level aids in the preparation of documents of processing activity, which is a mandatory requirement for numerous organizations covered under GDPR Article 30. It is the best method for all. The records must include information of the reason for processing and legal foundation, as well as the status of consent, as well as transfer across borders.
Furthermore, a detailed data flow analysis will help identify possibilities for continuous folding as well as other techniques for optimization and identify potential flaws. Additionally, it’s essential for emergency response and management. In the event of an incident of security occurs it is possible to rapidly determine what data is affected and the appropriate measures to implement.
Data Subjects and Consent
The Data Subjects are the individuals for who personal data is stored. They are granted a variety of rights, such as the right to demand access to their personal data as well as the right to request that it be deleted or corrected.
Consent is among the legal bases to process information, however it has to be given freely and in a specific way. Also, it must be explicit and lucid. The consent must be clear and shouldn’t be an automatic choice when someone enters an email address or ticks the box on a form.
If a person who is a data subject declines or withdraws consent, you should stop processing the data subject’s personal details (unless an alternative legal reason is available). Keep a record of the decision as well as any changes to consent. Also, you must inform them of any additional legal basis to process their personal information.