In recent years, data compliance has become more important than ever. In 2018 new legislation was implemented as part of the GDPR to protect personal information used and stored by organizations or government agencies; allowing it to be kept only with consent, and only for a limited amount of time.
Current legislation requires storage and usage practices for personal data to be more transparent, creating a need for organizations to be even more aware and in control of their data processes and data flows.
What is data compliance?
In short, data compliance is about following legal requirements for data processing.
Every day, your organization receives and manages large amounts of personal data. That data makes its way into your storage systems, team emails and databases. To be data compliant, you need to keep track of how all of it is being processed, organized, stored and managed. To comply with the transparency element of regulations, you should also be able to communicate these processes to data subjects (customers, employees, and anyone else whose data you store) and be prepared to account for them in case of audit.
The GDPR gives individuals several new rights, including: the right of access, the right to rectification, the right to erasure, the right to restrict processing, the right to data portability, etc. Each of these rights gives more power to the individual and holds organizations more accountable for their handling of personal data, creating the need for you to reevaluate and improve your data processes.
Personal data must not be kept longer than the time necessary for the purpose for which the data is being processed. The time frame is not predefined; it may vary for employee data and customer data, different types of data, and how long the data is relevant for the purpose it was collected for.
To stay within the regulations, you need to make sure that individuals are informed about what their data is being used for and that they give specific, unambiguous consent for you to process it. The option to withdraw consent should also be given.
Once proper consent is given, your organization can only use the data for the purposes described in the agreement.
Why is data compliance so important?
Data compliance is an important focus for your company from both an ethical and an economic point of view.
Several high-profile cases have come up in recent years that put the spotlight on loss or abuse of personal data (whether intentional or unintentional) as a serious issue.
Today’s consumers pay attention to data-ethics. They care about the types of sensitive data you collect about them, how much you collect and how long you keep it. Your data policy can effectively be a dealmaker or a dealbreaker for your customers.
Another obvious reason to stay data compliant is to avoid fines. A data breach can cost your company hefty fines of up to 4% of its annual turnover.
One of the regulations you need to comply with requires implementing a strong data security system to protect individuals’ privacy.
Take security threats seriously, as they can affect both your customers and your revenue. The average cost of a data breach in 2020 is $3.86 million, according to a new report from IBM and the Ponemon Institute.
Avoid risk by staying up to date with the latest regulations.
Safe Online can help
At Safe Online, we help you and your organization stay compliant; with software that gives you an overview of all the personal data you store, provides security that you and the people you interact with can trust, and fosters a more data-ethical way of sharing personal information.
Our three SaaS solutions set your company up to become (and stay!) data compliant while offering simple, fast and secure data sharing:
Connectid Business gives you a structured, streamlined way to keep up with data privacy requests (DSARs).
Manual response to data requests is time-consuming and problematic, taking between 30-40 hours per request to find and prepare a person’s data. Connectid Business automates the process, saving you valuable manpower and resources.
It sets you up to receive and respond quickly and efficiently to all types of data requests as required by GDPR and CCPA. Sign up in minutes and access everything from your browser.
Connectid DataMapper lets you identify and manage GDPR risks automatically. Select the files, emails, and cloud storage locations you want to search, then let our algorithms find and track the personal data your company stores, no matter where it is.
You choose the locations you want DataMapper to scan. You can also invite your colleagues to add more storage locations to search, so that DataMapper can give you a GDPR risk score for your whole company or department, with an overview of risk documents and emails across all chosen systems.
This makes it easy for you to identify files that may present a risk of GDPR/data breach. The system recognizes high-risk keywords and ID numbers, then organizes documents by risk level, into 3 categories: High-risk, risk, and non-risk documents. It also lets you know who has access to each document and where it is stored, so you can evaluate and improve your data processes.
Connectid mail is an email security software that sets you up for easy compliance when sharing personal data by email. This add-in for Microsoft Outlook sends and receives data in a unique, encrypted folder right in Outlook, keeping the personal information you share and request safe, accounted for, and neatly out of you and your teammates’ inboxes and folders.
Send and request files quickly from your Microsoft mail account, such as Microsoft Office 365, Outlook.com, Live.com, and Hotmail, with built-in protection against virus and malware. Just open a new message, open the Connected Mail window and share or request data securely to/from any person or business in the world.
The files you send will only be available to the receiver and will be deleted after a limited amount of time. The retention time limit is set to 7 days by default, but it can be adjusted according to your needs, with a maximum of 32 days.
A multi-pronged approach
All three solutions minimize the tendency of personal files and information to linger in your systems, floating around aimlessly at risk of being leaked in a data breach.
Set yourself up for data compliance by keeping track of high-risk files and their locations, always ready to account for their security and proper management. These fully automated, user-friendly and low-cost tools save valuable time for your company, protect you from liability and provide your customers with the confidence and peace of mind that their data is safe with you.