Personal data processing is a huge component of every business. This is utilized to automatise processes, communicate with employees and customers, and analyse historical performance.
In order to be GDPR-compliant To be GDPR compliant, you must keep an account of your processes. This article will guide you in creating your internal log so you can demonstrate your responsibility in front of supervisory officials.
Data Mapping and Inventory
Having a complete, granular analysis of personal data is essential for ensuring transparency and accountability. This is also the most effective way to verify if your company has the legal right to processing it.
The data mapping process is a complicated undertaking, often it involves multiple departments in the company (marketing, web development, HR etc.). It is essential to locate the right company to assist you build this mapping with ease and precision and support the complete variety of personal data you need to use in the business processes.
A complete and accurate database map is the very first step in implementing an internal accountability mechanism which is required by Article 30 of GDPR. This will enable you to respond to requests for access or eliminate personal information quickly in a manner that demonstrates the clarity and completeness that GDPR requires in terms of privacy.
Purpose of Data Processing
One of the most important reasons for privacy laws is to bring transparency and accountability in the processing of data. But, it is difficult to achieve without a detailed record about the type of data collected, why, where and when.
This is why Article 30 of GDPR demands that organizations keep a record and an overview regarding the processing of personal information and to make them available upon the request of supervisory authorities. Documentation also provides types of data used, the recipients, processing purpose and an explanation of security measures that are in the place.
The initial creation and continual monitoring of RoPA could be time-consuming. This can be a drain on resources, especially in large companies processing a lot of different types of personal information. But this documentation is essential to self-audit and identify weaknesses or areas to enhance and enhance the efficiency of methods.
Data Categories and Types
The GDPR requires companies that process personal data to keep accurate records of processing procedures, referred to as a register of processing activity (RoPA). These documents should be readily accessible to law enforcement officials on demand.
Practically, the only approach to develop a RoPA that’s useful and valuable is to separate your company’s operations into zones that are consistent in terms of the type of personal data processed within the respective areas. It could include functions of business like HR, sales and marketing as well as geographical locations such as manufacturing facilities or warehouses.
Next, think about the legal bases you employ to handle every set of data. This can help you distinguish between the various data sets in order that you can provide granular responses to the requests of the data subject.
Data Flow Analysis
Data flow analysis is a method to document the origin, storage, and destinations of data that is personal in an organisation. Similar to Data Protection Impact Assessment (DPIA), although they serve different purposes and functions.
A granular data flow analysis assists in creating documents of processing activity, which is a mandatory requirement for numerous organizations covered under Article 30 of the GDPR and are the best practice for all of them. They should contain details of the reason for processing, legal basis, the consent status and any transfer across borders.
Furthermore, a detailed analysis of data flows can reveal opportunities for constant folding and other optimization techniques and help to identify bugs that could be causing problems. Lastly, it is an important tool for managing and responding to an incident. For example, when an incident of security occurs it is possible to quickly pinpoint the data that has been affected as well as the best measures to take.
Data danh gia tac dong xu ly du lieu ca nhan Subjects and Consent
Individuals who are Data Subjects are those about who personal data is stored. They enjoy a range of rights. One of them is having the right of access to their data, as well as the right to request that it be deleted or amended.
Consent is among the legally valid bases for processing data. However, it must be freely given and specific. Also, consent should be clearly stated and lucid. It must be clearly stated and shouldn’t be an automatic option for anyone who provides an email address or check the box on a form.
If a user of your data refuses or withdraws consent, you should stop processing their personal information (unless an alternative legal reason is there). Keep a record regarding the reason for refusal and withdrawing consent. They must also be informed of any other lawful bases to process their personal data.