Processing of personal information is an integral component of every business. It is used to streamline processes, communicate with employees and customers, as well as analyse data from the past.
In order to be GDPR-compliant To be GDPR compliant, you must keep records of all the processing processes. This article can guide the process of creating an internal file so that you can show your accountability to supervisory authorities.
Data Mapping and Inventory
The ability to obtain a full, accurate analysis of personal data is vital to guarantee transparency and accountability. It’s also the best method to assess if your organization is legally able to collecting it.
The process of mapping data is complex, typically involved in multiple departments within the enterprise (marketing, web development, HR and so on.). It is essential to locate the right partner to help in the creation of this map with ease and accuracy as well as support for the entire array of personal data that you require for your business processes.
A complete and accurate information map of your data is the first stage in the implementation of an internal accountability mechanism required by Article 30 of GDPR. This allows you to comply with requests for access to and remove personal data within a reasonable timeframe as well as demonstrating the honesty and thoroughness that the data privacy laws require.
Purpose of Data Processing
One of the primary reasons for privacy laws is to ensure transparency and accountability in data processing. This is, however, difficult to accomplish without detailed documentation about the type of data collected, why, where and at what time.
The reason for this is that Article 30 of GDPR mandates that companies maintain records and overviews of personal data processing activities and to make them available upon the request of supervisory authorities. Documentation also provides data categories, data recipients, their purpose for processing and a description of the security measures currently in the place.
The initial compiling and subsequent maintaining of RoPA is time-consuming. This can be a drain on resources, especially when large corporations process many different kinds of personal information. However, this document is crucial in self-auditing, and for identifying any areas for improvement or strengthen processes.
Data Categories and Types
The GDPR demands that companies who collect personal information to keep detailed records of their processes, also known as a log of processing activities (RoPA). These documents should be readily accessible to the authorities on request.
Practically, the only solution to build a RoPA that’s meaningful and effective is to separate your business operations into areas that are homogenous in terms of the kind of personal data processed within the respective areas. It could include functions of business like HR, sales and marketing or it might involve physical locations like manufacturing facilities or warehouses.
Next, think about the legal basis you are using to process every set of data. This will help you differentiate from data sets, so you can respond in response to requests to access from the data subject.
Data Flow Analysis
Data flow analysis can be described as a way that documents the sources, storage, and destinations of personal data in an organisation. Similar to Data Protection Impact Assessment (DPIA) but they are used for different functions and objectives.
An in-depth analysis of data flows assists in creating records of processing activities, that are required by numerous organizations covered under GDPR Article 30. It is it is a good practice for all of them. These records should include details of the purpose of the processing, its legal base, consent status, and cross-border transfers.
Furthermore, a detailed analysis of data flows can reveal ways to improve constant folding, as well as other methods of optimization, and also help detect potential bugs. Lastly, it is essential for the management and response to incidents. When, for instance, the security breaches occur it is possible to quickly determine the affected data and the appropriate measures to implement.
Data Subjects and Consent
The Data Subjects are the individuals for which personal information is being processed. They are granted a variety of rights, such as the right to request access to their information and the right to have it corrected or erased.
Consent is one of the legitimate bases for processing data, but it must be given freely and in a specific way. Also, consent should be clearly stated and well-informed. The consent must be clear and not be a default choice when someone enters an email address or ticks the box on a form.
If a data subject refuses or withdraws their consent you are required to stop processing the data subject’s personal details (unless an alternative legal reason is applicable). Keep a record of danh gia tac dong xu ly du lieu ca nhan your decision, as well as any changes to consent. Also, you must inform them of any other legitimate grounds to process their personal data.