Processing of personal information is a vital element of any company. It is used to streamline processes, contact customers and employees, and analyse the performance of previous years.
To ensure compliance with GDPR, you need to keep an account of your operations that you conduct. This article will guide you through creating that internal document so that you are able to prove your compliance in front of supervisory officials.
Data Mapping and Inventory
Having a complete, granular overview of your personal information is crucial to ensure the transparency of your organization and to ensure accountability. It’s also the easiest way to determine if the company can legally justify collecting it.
The process of mapping data is a complicated undertaking, often involved in multiple departments within the business (marketing or web development, HR etc.). It danh gia tac dong xu ly du lieu ca nhan is essential to locate an expert who can assist create this map with ease and accuracy in addition to supporting the array of personal data that you require for the business processes.
An accurate and comprehensive data map is the first phase in creating an internal accountability system that is required under Article 30 of GDPR. This will enable you to complete requests to view and delete personal data within a reasonable timeframe, while demonstrating the necessary transparency and thoroughness that GDPR requires in terms of privacy.
Purpose of Data Processing
One of the primary reasons for privacy laws is to bring transparency and accountability into data processing. However, this is hard to accomplish without detailed documentation of the data being stored, how it is collected, what the purpose, and when.
That’s why Article 30 of GDPR stipulates that organisations maintain records and overviews of personal data processing activities which are made available upon an inquiry from supervisory authorities. Documentation also provides the categories of data, recipients, processing purpose and an explanation of the security measures in the place.
The initial compilation and ongoing maintaining of RoPA is time-consuming. It ties up resources especially in large companies processing lots of various types of personal information. It is nevertheless essential in self-auditing, and for identifying any areas for improvement and enhance the efficiency of methods.
Data Categories and Types
The GDPR requires companies that use personal data to maintain complete records of their data processing practices, known as a log of processing actions (RoPA). These documents should be readily accessible to officials upon request.
In reality, the best solution to build a RoPA that is meaningful and effective is to split your company’s operations into zones with a homogenous view of the type of personal data processed within the respective areas. This might include business functions including marketing, sales and HR or it might involve geographic locations, such as manufacturing facilities or warehouses.
Think about which legal bases you use for processing each set of data. This helps you identify between data sets so that you are able to respond in a specific way to requests for access by individuals who are data subjects.
Data Flow Analysis
Data flow analysis can be described as a way that documents the sources data, locations, and sources of personal data in an organization. Similar to Data Protection Impact Assessment (DPIA) however they have different purposes and functions.
An analysis of the flow of data at a granular level assists in creating the records for processing activities that are required by numerous organizations covered under Article 30 of the GDPR and are it is a good procedure for all. The records must include information of the purpose of the processing, its legal base, the consent status and any cross-border transfers.
A granular data flow analysis will help identify opportunities for constant folding and other optimization techniques and help detect potential bugs. In addition, it’s an essential tool in the management and response to incidents. When, for instance, the security breaches occur the data flow analysis tool can quickly identify the data affected and the appropriate measures to implement.
Data Subjects and Consent
Individuals who are Data Subjects are those about whom personal information is being processed. They have a number of rights, including the right to request access to their information and rights to have it deleted or amended.
Consent is one of the legitimate bases for processing personal data. It must be given freely and in a specific way. The consent must be precise and lucid. The consent must be clear and shouldn’t be an automatic choice when someone enters an email address or checks an option on a questionnaire.
If a user of your data refuses or withdraws their consent you must stop using their personal information (unless there is another legal ground applicable). It is your responsibility to keep a log of your decision, as well as any withdrawals of consent. Also, you must inform them about any other legal grounds in processing their information.