Why (and How) Your Business Should Use a Data Privacy Policy

Ensuring that these requirements are taken care of may be time-consuming. However, it’s imperative to follow these business practices. Otherwise, a lack of compliance could result in privacy disputes and infringement accusations.

What is data compliance?

Data compliance is where businesses adhere to the regulatory requirements to ensure data protection of personal information is secure.

Trust is entirely important to consumers. In fact, 75% of consumers won’t shop from companies they don’t trust to protect their data.

If an organization’s data is secure, the company is managing sensitive data it receives from consumers’ identifiable information.

What is a data privacy policy?

Data security ethics is a matter of protecting consumer information to keep it safe from hackers. To understand the importance of data protection and security, companies will need a DPP. A Data Protection Policy is an internal document that establishes company-wide data protection practices.

Why data privacy policy use is important

A DPP (Data Protection Policy) is not required by law, but it shows company transparency and commitment to data protection and privacy. A lack of data security could drive customers away from your business. So, you must exhibit your DPP as evidence of your company’s commitment to maintaining data protection practices.

One thing to remember is that sustaining a DPP and adherence is for your organization’s benefit.

How to build a data protection policy

Does your organization have a DPP? Companies can easily create a DPP by including the following elements:

1. Introduction and scope

In the first few paragraphs, there should be an explanation of the document's purpose and how a company will use it. This clause helps employees understand the significance of the DPP and the principles the organization practices.

2. Definitions

Including a ‘Definitions’ section will define various terms throughout the document. For example, there should be an explanation of what ‘personal data' and ‘data subject’ signify.

3. GDPR principles

GDPR (General Data Protection Regulation) principles explain the GDPR expectations. This part ensures employees understand the obligations and comply with data protection standards.

4. Lawful processing of data

The GDPR states that data processing is lawful based on six legal principles. Each legal category of data is processed differently.

5. Roles and responsibilities

Employees will have assigned roles and responsibilities for data protection. So, each employee must have an understanding of their accountability. Organizations with multiple teams and individuals that handle personal data should outline the authority structure regarding data protection.

6. Data breach notification procedures

Notification is an essential part of DPP. Everyone within an organization must know what to do in a data breach. How a company handles a data breach could be subject to legal scrutiny.

7. Rights of data subjects

This component lists consumer rights, reminding employees of their obligations. You should only retain consumer data for the amount of time of a provided service.

8. Security and record-keeping

The DPP should record an organization’s security measures, data records and retention procedures.

9. Contact Information

Employees should know who to contact concerning questions about data protection. Ensure there are relevant contact details included here.

Strategies to ensure data compliance

Here are several ways to ensure your company complies with data protection regulations.

Keep record of data security protocols and audit reports

Maintaining records of data compliance and audit records demonstrates a business’s compliance efforts. Should an auditor make an assessment, you must show them your commitment to data security requirements.

The use of third-party tools can organize, categorize and preserve compliance documentation. It also keeps track of compliance operations. That way, auditors can review your adherence to compliance requirements.

Create a Common Controls Framework

A CCF (Common Controls Framework) is a collection of control criteria based on a range of data privacy and security standards. A CCF will ensure data compliance standards while reducing the dangers of over-control.

Out of the box, Hyperproof or Adobe provides a set of controls that allow you to edit, add and remove them. These controls are linked to an organization’s program requirements, providing a quick-start approach.

Ensure data compliance procedures are updated

Companies must ensure they have data compliance techniques to reduce the risk of data breaches. Compliance operation companies can help you build a data compliance program. However, there are a few strategies that prepare you to remain compliant:

1. Identify all data created that are established by a business
2. Categorize user-identifiable data
3. Simplify a data center and distributed business environment
4. Give IT the capability to provision and reallocate resources
5. Ensure replication occurs at a different disaster recovery location to access the second copy of data

Using a data protection policy

A DPP alone won’t be enough to ensure your employees fully understand the significance of data protection. It’s important to train your employees periodically on data processing and policies. Furthermore, they must know the consequences and legalities of violating a DPP. While these measures will prevent data breaches, it also helps remain compliant on their part.