Processing personal data is a major element of any company. This is utilized to automatise procedures, interact with employees and customers, and examine data from the past.
In order to be GDPR-compliant In order to be GDPR-compliant, it is necessary to keep a record of all processing activities. This article will help you in creating your internal record so that you can prove your accountability in front of supervisory authorities.
Data Mapping and Inventory
A complete and precise view of personal data is essential for ensuring openness and transparency. It’s also the best way to determine if the company is legally able to processing it.
Data mapping can be a complex undertaking that often with multiple departments throughout the organization (marketing and HR, web development, etc.). It is essential to locate an expert who can assist to create the map quickly and accurately as well as support for the entire breadth of personal data your business processes.
An accurate and comprehensive database map is the very first step to implement an internal accountability process that is required under Article 30 of GDPR. This will enable you to complete requests to view and delete personal data in a timely manner, while demonstrating the necessary honesty and thoroughness that the privacy law demands.
Purpose of Data Processing
One of the primary objectives of privacy laws is to bring transparency and accountability in the processing of data. But, it is difficult to achieve without a detailed record of what data is being taken, the reason for it, and where and when.
It’s the reason Article 30 of GDPR stipulates that organisations keep records and overviews regarding the processing of personal information that are available on the request of supervisory authorities. The documentation also covers the categories of data, recipients, processing purpose and an explanation of the security measures currently in use.
The initial compilation and ongoing monitoring of RoPA could be time-consuming. This can be a drain on resources, especially for large-scale companies that process a lot of different types of personal data. But this documentation is essential in self-auditing, and for identifying any weaknesses or areas to enhance or strengthen procedures.
Data Categories and Types
The GDPR demands that companies who use personal data to maintain complete records of their data processes, also known as a register of processing activity (RoPA). The records should be easily available to authorities upon request.
In practice, the only approach to develop a RoPA that’s useful and effective is to separate your operations within areas with a homogenous view in the types of personal information processed in the respective areas. It might be a matter of business processes including marketing, sales and HR or even physical locations like manufacturing or warehouse facilities.
Consider the lawful bases you employ to handle every data set. This helps you identify between the various data sets in order that you are able to respond in a specific way to the requests of people who have data.
Data Flow Analysis
Data flow analysis is a technique for documenting the source as well as the storage and destination of personal information in the organization. It’s similar to a Data Protection Impact Assessment (DPIA), although they serve different functions and objectives.
An analysis of the data flow can help in creating data records on processing, which is required for large numbers of organizations as per GDPR Article 30 and it is a good method for all. They should contain details of the purpose, legal basis, the status of consent, as well as transborder transfer.
In addition, a fine-grained data flow analysis can identify ways to improve constant folding, as well as other strategies for optimizing data and find potential problems. In addition, it’s a crucial tool for emergency response and management. When, for instance, there is a security breach the data flow analysis tool can rapidly determine what data is affected and take the necessary steps.
Data Subjects and danh gia tac dong xu ly du lieu ca nhan Consent
The Data Subjects are the individuals for who personal data are collected. They enjoy a range of rights, including having the right of access to their data, as well as the right to request that it be deleted or corrected.
Consent is one of the legally valid bases for processing data, but it must be given freely and in a specific way. It must also be clear as well as informed. The consent must be clear and shouldn’t be an automatic option when someone provides an email address or checks the box on a form.
If a person who is a data subject declines or withdraws their consent you must stop using their personal information (unless there is another legal ground applicable). It is your responsibility to keep a log regarding the reason for refusal and cancellations of consent. You must also inform them of any other lawful bases in processing their data.