Basic Guide to Learn About GDPR

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The GDPR is a short form for the General Data Protection Regulation. It is also referred to as the Data Protection Act. On 25 May 2018, this European Regulation replaced the Personal Data Act. The law is all about transparency, integrity, openness, order, and order. According to the law, the company has to be highly transparent with the type of personal data it stores and what business does with the information.

You should also notify the data subjects about the method of data processing, enable transparency in data processing, and routine to erase the information. The objective of the new European regulation is to reinforce the safety of personal information of companies throughout the EU. In this article, we will learn more about this regulation in detail.

Benefits of GDPR

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GDPR offers several benefits to a business:

Greater accountability

The business has higher accountability for the personal data of the customer that it holds. It uses that inforamtion to understand, analyze, and get business insights.

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User consent

GDPR aims at obtaining user approval for which businesses have to come up with modifications in contracts and applications.

Breach Reporting

It is important to report data breaches to the European authorities in 72 hours of detection.

Privacy by design

GDPR focuses on the implementation of security controls that are an aspect of the compliance requirements.

Why is it important to implement GDPR?

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GDPR is implemented to redesign the business mindset in relation to data safety and confidentiality. As per the rule enforced on May 25, 2018, businesses won’t be able to use the customer data in the way they were using it till now.

It becomes important to upgrade the data management and security practices while they use as well as process customer’s data.

This makes it very essential for businesses to implement GDPR solutions. Even businesses that are present outside the EU have to cover business that stores, processes and use the personal data of European citizens, irrespective of its location.

What can a GDPR consultant do for your business?

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GDPR consultants have the right skill set, experience, and expert to support the business of the client to make a smooth transition to GDPR.

They offer comprehensive solutions to make the businesses complain and protect the personal data of the customers in the future. They assist businesses in the management of compliance throughout a multi-cloud and complex infrastructure that is a part of the transition.

GDPR consultants offer several flexible packages to align with the requirements of the business. These packages consist of GDPR compliance solutions that include:

  • GDPR readiness reviews
  • Contract reviews
  • Notification reviews
  • Certified training
  • Awareness briefings
  • Policy reviews
  • Privacy impact evaluations
  • Privacy architect guidance and reviews
  • Personal data architect

Features of GDPR

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GDPR offers various types of features. Some of them being:

Paging

The Paging function can be found in “Settings > GDPR>Searching for data”. With this function, you can search for different types of personal data and figure out where is this data located. This includes cases, projects, and work orders. Some of the examples where a task can occur are:

WorkCloud: Customer conversations, conversation partner, agreement, quotation management, case management, work order, events, versioning.

Time: schedule, timesheets, and outlay

GDPR: incident report, contact, and inventory

Settings: own groups, competence, and user   

Anonymization

This function in WorkCloud serves as an automatic thinning routine. There are certain sections of personal data that you can anonymize on the website.

Secure data

The Secure data function can be found in “Portal Menu> Secure Information “. Each form provides separate settings for which groups and users are to access the encrypted, and unencrypted data respectively. There is another setting that tells whether the data should be eliminated automatically after a specified time.

Only those users who are authorized or have access rights can read the data. To be able to read the data, the user has to first encrypt them and then decrypt them. This is done by entering the password. Two-factor authentication can be enabled for the decryption.

Two-factor authentication

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The two-factor authentication function can be found in “Settings> Two-factor authentication”. To use this feature, you have to enable the “SMS sending” feature that you will require for the authentication process.

You can enable two-factor authenticator for different parts of the website such as:

  • User – Login from a new device,
  • User -password reset,
  • customer portal- login from the new device,
  • customer portal- password reset
  • Extra costs, it applies only to SMS authentication
  • Payment plans apply only to SMS authentication
  • Quotation handling is only applicable to SMS authentication
  • GDPR inventory is only applicable to SMS authentication

Basic Requirements of a GDPR system

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Before you implement GDPR, you need to learn about the fundamental principles of confidentiality protection. These principles are:

  • not to gather more information than what is required
  • don’t hold the information for a long time than needed
  • not to use the information for any other work than what it is collected for

Treatment

Handling of personal data should happen in a legal, right, and transparent way with respect to the data subject.

Security

Security is another main aspect of the GDPR system, ensuring suitable security for personalized data. It should offer protection against unlawful or illegal treatment and against destruction loss, and damage by accident. Proper organizational and technical measures should be implemented.

Some of the measures that need to be implemented for personal data are Collection, organization, production, registration, storage, structuring, modification, processing, locking, use, deletion, destruction, disclosure by transfer, and more.

Conclusion

GDPR functions help you customize WorkCloud to automatically manage GDPR to the needs and requirements of the organization. You get a complete overview of the exact location of the storage of personal data in the entire system. To implement GDPR functions properly in the business, you need to hire expert GDPR consultants.

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