The General Data Protection Regulation or GDPR is by no means a new data protection law. It has been active in Europe since 1995 and even the new GDPR regulations were released four years ago in 2018. However, if you are new to GDPR, it can be difficult to follow and understand its guidelines correctly.
A quick guide to General Data Protection Requirements (GDPR) might just be what you need to introduce yourself and your staff to its guidelines. The guide can also be useful if you want to refresh your knowledge and adherence to its compliance guidelines.
What are the GDPR requirements?
Organizations must comply with the GDPR privacy law to ensure that the nature, amount, purpose of collection and processing of user data is compliant. It protects the confidential data of European citizens, allowing them to lodge complaints even in third countries.
GDPR is applied to a business based on specific requirements. First, the organization should be aware that their data is subject to GDPR privacy laws. Second, the organization needs to know how GDPR rules affect their data collection and protection. That’s why a Data Protection Officer (DPO) is assigned to each organization to set up and review compliance procedures.
7 fundamental principles of the GDPR
GDPR has seven fundamental principles for lawfully processing personal data. According to these principles, companies can collect, organize, store, modify, use and destroy personal data. These principles are:
Legality, fairness and transparency
The first principle of GDPR requires data collectors to be fair, honest and upfront with people when using their personal data in any form. In addition, to process data, it must be justified by law if necessary. If the goal is achievable without intrusive data processing, GDPR compliance may not be required.
The second principle requires a data collection company to clearly state the purposes for which it collects personal data. These reasons must, in addition to being precise and explicit, be legitimate. The rationale must be documented to protect the exploitation of an individual’s confidential information.
According to GDPR, an individual’s data is processed and stored on a strictly necessary basis. Therefore, companies must collect the minimum amount of data to fulfill their objectives. Also, organizations cannot store incomplete data that is not useful. For example, you can’t store names and email addresses if you don’t have an email ID from which to approach users. Storing additional and unnecessary data is against the Data Protection Compliance Checklist.
This principle follows key points to ensure that organizations meet the GDPR accuracy compliance criteria.
- Evaluation to determine the accuracy of stored data.
- Correction or update of existing and obsolete data.
- Destruction or erasure of incorrect and obsolete data.
GDPR requires organizations to limit their data storage and delete unused data in a specified period of time. This period may differ from one company to another, from one type of data to another and from one processing purpose to another. Therefore, businesses are required to create a policy that outlines the exact time period that a business is allowed to store and process a person’s information.
Businesses need to have a strong security system in place to protect against data breaches. Europeans suffered over 14 million record breaches in April 2022 alone. With cyberattacks becoming more common, GDPR compliance requires businesses to employ an online security system to ensure data integrity and confidentiality. Data protection software should have these features:
- Be an accurate and highly reputable security tool.
- Allow only authorized people to access, copy, share and delete confidential files.
- Back up all data to a secure cloud to prevent data loss.
The last principle of the GDPR obliges companies to prove that they comply with all the requirements. This means that companies cannot just claim that they understand the rules and regulations, but rather have documented evidence to back up their claims. Therefore, organizations should create a privacy compliance framework to show their data protection system.
By following these points and creating a good framework, companies can provide maximum data protection to their users. However, if you own a small business, you should identify the need for data protection before creating a framework. However, if data collection impacts your users, you should follow GDPR compliance principles.
Commercial organizations collect online user data through things like website cookies for multiple purposes. However, as a controller, you must follow the rules of the GDPR to ensure that you do not carry out illicit activities with the collected data.
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