How To Remain Compliant With Data Privacy Laws

Data privacy laws are an essential part of business when dealing with large numbers of online consumers and market research. Companies have the privilege of seeing a lot of personal information when finding out about their clients and setting up profiles. Those clients will give their consent for the company to keep specified data for appropriate reasons while trusting them to keep it safe. The risk of potential data privacy breaches means it is essential that all companies comply with these data privacy laws. So, what can you do to stay compliant?

Why Is Compliance So Important?

Before we look at how to improve your compliance with data protection, we need to look at why it’s so important. You have to look at this from a client’s perspective first. They are trusting you with sensitive information – hopefully after giving their consent – and expect you to protect it from theft and data breaches. If you let them down, they are at risk of identity theft and other complications. You need to show full compliance in preserving files and allowing users the chance to access and remove that data on request.

Companies that fail to do this face two massive problems. The first is a breach of data laws. You have to make sure your policies are in line with relevant acts, such as the GDPR in the EU. It doesn’t matter if your business is in the US. You need to protect the rights of any visitors, customers, and subscribers in this region. If you don’t, you risk serious consequences and could ruin your reputation. Customers may not trust you and may take their business elsewhere.

5 Important Steps To Stay Compliant With Data Privacy Measures

1) Only collect the necessary data

Only collecting what’s necessary for the benefit of the company and clients sounds pretty obvious. However, there are far too many non-compliant companies out there taking advantage of data collection tools. If a piece of personal information serves no purpose, why keep it? It does nothing but suggest you have an ulterior motive. So, you must be completely clear about what is on file that doesn’t have to be. If you don’t know, run an audit and find out. Unnecessary data can fall into various categories. For example, you may have some location-based tracking, information about minors, or data on the sexual orientation, health status, and/or religious affiliation of customers. There are times when one or more of these aspects apply to providing better service. But when a financial institution has a file on whether you’re gay or straight, that’s going to ring alarm bells.

2) Provide a data register

Once you have a better idea of what data is and isn’t on file about your consumers and clients, you need to create a clear data register. These data registers are an invaluable way to offer concrete evidence about your management practices and motivations for handling personal data. If there is ever any query over your practices and the risk of a breach, you should be able to present this evidence to all who need it as effectively as possible. The best case scenario is that your data compliance officer will be able to immediately go into this registry, locate all requested data and sources, and resolve any concerns ASAP. If you don’t have a data compliance officer, that’s another thing to add to your compliance checklist.

3) Transparency over data collection methods and purposes

Transparency is a word that cannot be underused when dealing with data collection and privacy issues. The more transparent you are with clients about data collection, the easier it is for them to trust you. They might not completely understand the finer details of the GDPR laws and what you’re doing with the files, but at least they know you’re being open about collecting data. The more open you are, the better. Website users may get frustrated with the number of cookie-related forms they have to deal with, but it is better to have these detailed and effective forms than nothing at all. You get the benefit of informed consent to handle personal data and are completely compliant by talking about data use and privacy policies.

4) Having the tools to deal with data subject access requests

Data subject access requests are a pain for any company to deal with. However, it’s important to handle them appropriately to maintain compliance. Individuals have the right to request access to their personal data. They can see what you have on file and also request to be forgotten. Companies must comply promptly with the same level of transparency and customer support. The best way to do this is via tools mandated by the GDPR and similar laws. The right software can make this a lot easier, such as programs to ensure your website is compliant with Privacy Engine, to make a difference. You get to streamline efforts while locating all the data without any questionable delays or missing information.

5) Transparency over breaches of data

This is a factor that nobody wants to have to deal with, but it could happen at any time. Data theft is a possibility, either through malicious attacks or human error. Even the most secure data privacy systems are vulnerable. The important thing here is how you respond. Article 33 of the GDPR states data breaches must be reported within 72 hours. Victims may prefer a speedier response, but that’s the current regulation. Your response can make a massive difference to any repercussions. Those who are quick to act and fully open about what happened may be better able to retain customers affected. Those who delay or omit details in reports come across as untrustworthy.

It can take a lot of time and effort to ensure that your company is fully compliant with all current data regulations. Still, it is worth it to maintain your reputation as a professional and trustworthy brand. Transparency and diligence in data collection are at the heart of all this. If you can stay honest, open, and thorough in your data privacy management methods, it will go a long way.