As data became digital, authorities saw the need to protect it. To address cyber threats, rules and regulations were created regarding data privacy. Organisations are often required to adhere to one or more data privacy policies.
Compliance with NHS (National Health Service) policies is required by those in the healthcare industry and their service providers. Those who collect payment card information must comply with PCI-DSS (Payment Card Industry Data Security Standard). All businesses selling to EU citizens are affected by GDPR, which is a wide-ranging data protection regulation.It's only the tip of the iceberg when it comes to industry and international data privacy regulations. There are also several organisations and governments that have their own personal data protection laws. The compliance requirements must be known by businesses, but they must also be aware of updates to these requirements.
Most of the world’s population will be protected by at least one privacy regulation by 2024. Which means businesses must stay on top of their data privacy compliance requirements. Otherwise, they can suffer. Many standards carry stiff penalties for a data breach. And if security is lacking or negligence in following all rules is found, fines can be even higher.
How do you feel about all that? Don't worry, we've got you covered. Keeping up with these updates can help you stay protected.
Steps for Staying on Top of Data Privacy Compliance
1. Identify the Regulations You Need to Follow
Do you have a list of the different data privacy laws that apply to your organisation? Regulating the following could be possible:
- Industry
- Where you sell (e.g., if you sell to the EU)
- City or county. If you are based in Stafford like us, checking the borough council page is a great start.
- Other types (e.g., government contractors)
Identify all the data privacy regulations that may apply to you. By doing this, you don't get surprised by one you didn't anticipate.
3. Do an Annual Review of Your Data Security Standards
It is a constant process for companies to evolve their technology. You don't always need to undergo a major enterprise transition to accomplish this. Every so often, new servers or computers are added.
Any change to your IT environment can mean falling out of compliance. A new employee mobile device added, but not properly protected, is a problem. Compliance issues can also arise from the use of a new cloud tool by an employee.
Keeping your data secure requires at least an annual review. Make sure you match that with your data privacy compliance requirements.
3. Do an Annual Review of Your Data Security Standards
It is a constant process for companies to evolve their technology. You don't always need to undergo a major enterprise transition to accomplish this. Every so often, new servers or computers are added.
Any change to your IT environment can mean falling out of compliance. A new employee mobile device added, but not properly protected, is a problem. Compliance issues can also arise from the use of a new cloud tool by an employee.
Keeping your data secure requires at least an annual review. Make sure you match that with your data privacy compliance requirements.
5. Update Your Technical, Physical & Administrative Safeguards as Needed
When you receive notification that a data privacy update is coming, plan ahead. It’s best to comply before the rule kicks in, if possible.
Look at those three areas of your IT security:
- Technical safeguards – Systems, devices, software, etc.
- Administrative safeguards – Policies, manuals, training, etc.
- Physical safeguards – Doors, keypads, building security, etc.
2. Stay Aware of Data Privacy Regulation Updates
Do not let a data privacy rule change catch you by surprise. You can keep up with any changes by signing up for updates on the appropriate website. Visit the official website of the compliance authority.
For example, if you export to the export to the EU or work with other's personal data, you can find all the relevant information regarding the 2018's Data Protection Act. Your business should comply with each regulation it is subject to.
It is an excellent idea to send updates to more than one person, typically an individual who is responsible for security and another responsible individual. It ensures they don't get missed if someone is off for a holiday.
4. Audit Your Security Policies and Procedures
Something else you should audit at least annually is your policies and procedures. These are written documents that tell employees what’s expected from them. They also give direction when it comes to data privacy and how to handle a breach.
Audit your security policies annually. Additionally, audit them whenever there is a data privacy regulation update. You want to ensure that you’re encompassing any new changes to your requirements.
6. Keep Employees Trained on Compliance and Data Privacy Policies
Any changes to data privacy policies that affect employees should be communicated to them. Keep your training up-to-date by adding news about upcoming updates.
Conducting ongoing cybersecurity training for staff is a good cybersecurity practice. By doing this, they keep their anti-breach skills sharp and are reminded of what is expected of them.
They will be better prepared if you include updates they need to know about.
It is always a good idea to record your training activities. Keeping a log of the date, the employees educated, and the topic is a good idea. Having this documentation on hand will assist you in the event of a breach.
Get Help To Ensure Your Systems Meet Compliance Needs
It can be challenging to comply with data privacy laws. It doesn't have to be complicated. Our team is well-versed in compliance needs. Give us a call today to schedule a chat.
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