The General Data Protection Regulation (GDPR) is a new European Union data protection law enacted on May 25, 2018. The GDPR replaces the 1995 EU Data Protection Directive and strengthens EU protection of data rules by giving individuals more control over their personal data and establishing new rights for individuals. The GDPR applies to any organization that processes the personal data of EU citizens, regardless of where the organization is located. Organizations that process the personal data of European Union citizens must comply with the GDPR unless they can demonstrate that they meet certain conditions. Keep reading for a GDPR audit checklist to find out what you need to do to be GDPR compliant.
What are the GDPR regulations?
Under the GDPR, all data controllers must appoint a Data Protection Officer (DPO), implement risk management processes, and establish an incident response plan. These are intended to help organizations deal with data breaches, protect the personal data of EU citizens, and adhere to principles of data minimization and accuracy. GDPR also requires reporting data incidents within 72 hours, regardless of whether they result in a breach. Under GDPR, personal data must be:
- Legitimate and necessary for the purposes for which it’s being processed.
- Accurately and carefully collected.
- Processed in a transparent, consistent, and fair manner.
- Erased or destroyed if no longer needed and subject to regular monitoring.
- Subject to strict conditions for international transfer.
Create and implement a data breach response plan
The GDPR checklist is a guide to help organizations assess their compliance with the General Data Protection Regulation. The checklist includes data mapping, retention, destruction policies, incident response plan, and privacy notices. Organizations should create a data breach response plan that specifies how they will respond to a data breach. The plan should include notifying affected individuals and regulators, preserving evidence, and mitigating the damage. Organizations should also test their program regularly to ensure they are prepared for a data breach.
Educate employees on GDPR compliance best practices
Organizations that process the personal data of EU citizens must comply with the GDPR unless they can demonstrate that they meet certain conditions. These conditions include having a representative in the EU, being subject to other member state laws that provide adequate protection, or processing less than 250,000 personal data records per year.
The following tips will help your employees understand how to protect personal data in accordance with the GDPR:
Review your data capture practices: When collecting personal data, ensure you have a legitimate basis for doing so. In particular, you should seek consent from individuals before collecting their data and make sure they know their rights regarding that data.
Use strong passwords and security measures: Ensure that your employees are using strong passwords and security measures to protect data stored on laptops, tablets, and other devices.
Keep data retention to a minimum: Only keep data for as long as is necessary, and ensure that it’s securely destroyed when it’s no longer needed.
Protect against data breaches: Employees should be aware of the risks of data breaches and take steps to protect against them, such as using firewalls and antivirus software.
Respond to data subject requests promptly: If a data subject requests access to their personal data or wants to exercise their right to be forgotten, employees should respond promptly and provide the information or action requested.
Train employees on GDPR requirements: Ensure all employees are familiar with the GDPR requirements and understand how to comply with them. Regular training is essential to ensure a consistent approach to data protection within your organization.
Compliance with GDPR is a complex and ongoing process
The regulation requires ongoing monitoring and reporting on progress to ensure that an organization remains compliant. Several steps need to be taken to maintain compliance, including:
Reviewing data processing activities, identifying any changes that need to be made to comply with GDPR, and updating privacy notices and other documentation related to data processing activities. Additionally, organizations must implement or update new or existing processes for managing personal data and train employees on how to comply with GDPR requirements.
Testing and evaluating the effectiveness of GDPR compliance tools is essential to ensure that your organization is protected from data breaches and other potential issues. This can help organizations ensure that they are compliant with the GDPR and help organizations identify and fix any gaps in their compliance processes, which could lead to hefty fines if not addressed.