Processing personal data is a major part of any business. This is utilized to automatise processes, contact employees and clients, and analyse data from the past.
In order to be GDPR-compliant You must maintain records of all operations that you conduct. This article will walk you on how to create that internal document so that you can demonstrate your responsibility to supervisory authorities.
Data Mapping and Inventory
A complete and precise view of personal data can be crucial for transparency and accountability. It’s also the easiest way to determine if the company can legally justify processing it.
Data mapping can be an intricate process, usually involving multiple departments across the company (marketing as well as HR, web development, and so on.). It’s crucial to choose a partner that can help you build this mapping with ease and precision as well as support for the entire breadth of personal data that you use in your business.
A complete and accurate database map is the very first phase in creating an internal accountability system as required by danh gia tac dong xu ly du lieu ca nhan Article 30 of GDPR. This will enable you to respond to requests for access or erase personal information quickly as well as demonstrating the transparency and thoroughness that GDPR requires in terms of privacy.
Purpose of Data Processing
One of the main goals of privacy legislation is to ensure transparency and accountability into data processing. This is, however, difficult to accomplish without detailed documentation of the types of data taken, the reason for it, and where and when.
This is why Article 30 of GDPR requires organisations to keep a record and an overview of the processing of personal data that can be made accessible upon request to supervisory authorities. Documentation also provides different types of data, their recipients, the purpose for processing as well as a summary of the security measures in place.
The initial creation and continual upkeep of RoPA isn’t easy and time-consuming. It can take up a lot of resources, particularly in large companies processing many different kinds of personal data. But this documentation is essential to conduct self-audits and discover gaps or opportunities to improve and enhance the efficiency of procedures.
Data Categories and Types
The GDPR requires companies that handle personal information to maintain thorough records of their processing practices, known as a log of processing actions (RoPA). This information should be available to authorities upon request.
The only way to create the RoPA which is useful and valuable is to split your operations within areas with a homogenous view of the type of data that is processed in these areas. These could be business-related functions including marketing, sales and HR or even geographic locations, such as manufacturing facilities or warehouses.
Consider the lawful basis you are using to process every data set. This will help you differentiate from data sets, so you can respond to requests for access by 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. It’s akin to a Data Protection Impact Assessment (DPIA) though they perform distinct functions and purposes.
An analysis of the data flow helps with the creation of documents of processing activity, which are a requirement for many organizations under GDPR Article 30. It is a best procedure for all. These records should include details of the purpose, legal basis, the status of consent, as well as transborder transfer.
Additionally, a granular data flow analysis can identify ways to improve constant folding, as well as other methods of optimization, and also help identify potential flaws. Additionally, it’s an essential tool in emergency response and management. In the event of the security breaches occur the data flow analysis tool can quickly identify the data affected and what measures to take.
Data Subjects and Consent
The Data Subjects are the individuals for whom personal information is stored. They are granted a variety of rights, including having the right of access to their information and the right to demand that it is corrected or erased.
Consent is among the legal bases to process data, but it must be granted freely and with specificity. Also, consent should be clearly stated and informed. The consent must be clear and can’t be a default option for anyone who provides an email address, or clicks a box on a form.
If a user of your data refuses or withdraws their consent, you must stop using the data subject’s personal details (unless other legal grounds are available). The data subject must be kept in a file regarding the reason for refusal and changes to consent. They must also be informed of any other lawful bases in processing their data.