Data protection is often seen as a list of activities or a to-do list that you have to go through just once, but that’s not it.
What is data protection?
In fact, when it comes to data protection, we are talking about the application of data protection requirements in the processing of personal data. Personal data is processed in various work processes in both large and small organizations on a daily basis, which means that the focus of data protection activities must be aimed at improving these daily work processes and business regulations inside organizations.
What must be done?
First, an audit must be conducted in order to get an overview of the situation related to personal data processing inside the organization and to create an overview of all the work processes of the organization during which personal data is processed. Information about the processing of personal data should be stored in the register of processing activities. It is a mandatory document that every organization must have and that data protection authorities can demand from the organization in the event of a violation. An up-to-date register of processing activities is also an important tool for responding to requests from data subjects and dealing with breaches. Based on the information gathered in the register of processing activities, notification texts (including publicly available data protection conditions or privacy policies) can be prepared for data subjects, so that, for example, service recipients, e-store customers or website visitors can find out what their personal data is used for. It is very important that the risks related to the processing of personal data are mapped during the initial audit. Every organization has its own risks and the management and mitigation of these risks is an integral part of the organization’s management. It is not always possible or reasonable to eliminate or even mitigate all risks, but the leadership of the organization must always be aware of them.
How will organizations benefit from this?
In short, it can be said that improving work processes related to personal data and mitigating risks help increase the efficiency of the organization, increase credibility in the eyes of customers and partners, and ensure security.
Effectiveness. Efficiency can be a matter of life and death for a company and provide a significant competitive advantage at a crucial moment. Data protection requirements serve as a supporting framework. During the implementation of data protection requirements, work processes can be mapped and improved, thereby making the organization’s work more efficient.
Security. Although data-driven is not a word we always associate with small or medium-size businesses, no dental clinic or personal trainer can operate without processing information about their customers. In order to provide a high-quality service, customers’ personal data must be carefully selected, well-kept and always up-to-date. Violation of data protection requirements can lead to a decrease in the customer base, not to mention substantial fines. Negligence can also lead to cyber-attacks in which an organization can lose its entire customer base.
Reliability. First impressions are important, and today more and more customers are paying attention to how one or another organization processes their data. Thoughtful, relevant and understandable information about data processing creates trust in both customers and business partners.
Medata helps you to create an overview of personal data processing in your organization and manage related risks.
Hanna Kriiska
Data protection expert
hanna@medata.ee