Short answer: To store data securely and in compliance with the GDPR, organisations must implement a range of technical and organisational measures. This includes encryption, access controls, regular backups, and a clear data retention policy. The goal is to protect data against unauthorised access, loss, or misuse.
Secure data storage
Data has become a very valuable and tradable currency. It is therefore no surprise that data has become subject to abuse. Safe processing of data has thus become more important than ever before, and part of good data processing is the storage of this data. Most companies accumulate lots of personal, financial, health and other sensitive data about employees, customers and other contacts. This article will focus on how to keep data, including sensitive data about your customers, employees, etc., so that it is protected.
Studies show that almost 50% of UK companies have experienced a cyber attack
- www.gov.uk
What does the GDPR say about secure data storage?
GDPR sets specific requirements for data retention, including limitation of the retention period, security requirements and requirements to inform individuals of their rights. Therefore, it is crucial for companies to implement appropriate technical and organisational measures to ensure that their data storage practices comply with the GDPR’s provisions. This includes, among other things, ensuring that data is stored securely, that there is a clear and documented retention policy, and that procedures are in place to accommodate requests for data access, correction and deletion from individuals. In summary, the GDPR’s requirements for data storage revolve around the following:
- Appropriate technical and organisational measures
- A clear and documented storage policy
- Limitation of the storage period
- Procedures for responding to data requests from individuals
Stop the GDPR monster before it gets its hold of your personal data
How to store data securely
Specific requirements for secure data storage may vary depending on the type of data being stored and the laws and regulations that apply to you. But here are some solid guidelines on how to store data securely. Make sure you do these 5 things:
- Choose a secure storage method. Store personal data in a secure location, such as an encrypted database, a password-protected file, or secure cloud storage service.
- Keep backups and perform updates. Make regular backups of your data and store them in a secure location to ensure that you can recover the data in case of loss or corruption.
- Limit access. Only give access to personal data to those who need it for legitimate business purposes. Keep track of where personal data ends up, who accesses it, when, and for what reason.
- Use strong passwords. Educate your team on how to create strong passwords to keep unauthorised persons from getting into their work accounts. Change all your passwords regularly.
- Protect your work devices. Prevent theft or damage by keeping your phone and computer in a safe place when you are not using them. Use lock screens and passwords to prevent unauthorised access. Keep physical files behind locked doors.
Finally, audit yourself by checking up on all of the above from time to time. Are your policies still appropriate for the types and amounts of personal data that you store? Does everyone on your team understand and follow your security rules? Check your systems to make sure everything is working properly. Fix any vulnerabilities.
FAQ on secure data storage
1. How long can we store personal data?
Only for as long as it is necessary for the purpose it was collected. After that, it must be deleted or anonymised.
2. Is encryption required for all data?
Encryption is especially recommended for sensitive personal data to protect it from unauthorised access.
3. What is a data retention policy?
A documented plan that outlines how data is stored, for how long, and how it will be securely deleted.
Dont forget to minimise your sensitive data
One of the most effective – yet often overlooked – ways to store data securely is simply to have less of it. The less you store, the easier it is to manage, protect properly, and stay compliant with the GDPR.
That is why my top recommendation is this: start by minimising your data. Ask yourselves whether you really need to collect the personal information you are holding. And if the answer is yes, make sure you are clear on the purpose – and delete it as soon as it is no longer needed. Data minimisation not only saves space and time – it also reduces risk. It lowers the chance of data breaches and makes it much easier to maintain strong data security. Especially when it comes to sensitive information, it is a real advantage not to hold on to anything you do not genuinely need.
Need help managing personal data?
In our newsletter you get tips and tricks for dealing with privacy management from our founder Sebastian Allerelli.
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Do you need help storing data securely?
Many organisations have accumulated large amounts of personal data over the years, spread across systems, shared drives, email inboxes, and old folders. In many cases, no one knows exactly where the information is stored, who has access to it, or whether it is properly protected – making secure storage almost impossible. Before you can store data safely, you first need to understand what you have. This is where a GDPR Risk Assessment provides the clarity you need. It helps you identify where files, emails, and images containing personal data are stored, how old they are, who can access them, and whether they are adequately secured. With that insight, you can clean up, close security gaps, and ensure that sensitive information is only stored where it belongs – and in a way that complies with GDPR.
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Sebastian Allerelli
Founder & COO at Safe Online
Sebastian is the co-founder and COO of Safe Online, where he focuses on automating processes and developing innovative solutions within data protection and compliance. With a background from Copenhagen Business Academy and experience within identity and access management, he has a keen understanding of GDPR and data security. As a writer on Safe Online's Knowledge Hub, Sebastian shares his expertise through practical advice and in-depth analysis that help companies navigate the complex GDPR landscape. His posts combine technical insight with business understanding and provide concrete solutions for effective compliance.
