How much data should you share with my clients? How can you protect their privacy? Here are 8 rules of data protection that every company should follow.
Overview
Privacy and data protection have become important topics in the past decade. Most companies, especially those dealing with customers, are well aware of these issues.
However, this awareness is not always reflected in the actual work processes.
It is not enough to just be aware of the risks. Even to have a set of guidelines that is supposedly working for you.
You need to implement the right controls. Also, put a system in place that ensures your protocol is being followed by everyone.
No matter how much you prepare and adopt the right protocol, things can go wrong. At some point, you might be investigated by Data Protection Authorities (DPA).
And even if you are not, the negative press coverage might hurt your reputation. And that is bad for business.
8 Rules of Data Protection
Here are 8 rules of data protection that will help you protect your clients’ data and reputation.
Rule #1: You Need to Know What You Have
The first step to protecting data is knowing what you have. You have to understand what you are dealing with. And be honest about it.
This knowledge is not just about the volume of data you hold. It is also about the type and sensitivity of the data.
It means understanding the processes that handle the data, and how they work.
Rule #2: You Need to Know What You Are Sharing
The second step is understanding how to share your data. This should be a part of your knowledge of what you have.
For example, if certain data is not supposed to be shared with the public, then do not share it with the public.
Rule #3: You Need to Have a Clear “Why”
Having a clear understanding of your data is only half the job.
You also need to understand why you are collecting and sharing this data. Also, your legal basis for doing so.
Rule #4: You Need to Know How the Data Will Be Used
Once you have determined your purpose, you need to know how the data will be used.
The same goes for any sensitive data that is shared. Sharing it is not enough, you need to know if it will be deleted or not.
Rule #5: You Need a Clear and Responsible Data Retention Policy
Another important thing in this process is data retention. How long will you keep the data? And for what purpose?
It also includes removing data when it is no longer needed or when it is no longer necessary to process it.
Rule #6: You Need to Be Able to Verify and Explain
Once you have everything in place, you need to be able to prove and explain your actions. This means being able to show that everything you do is in line with the law.
Also, prove that it is not breaking any rules of your privacy and security policy. And that it is in the best interest of both you and your clients.
Rule #7: You Need to Know Your Audience
You need to know your audience. Knowing who is using the data and how they are using it is an important part of this process.
Rule #8: You Need to Follow Up and Measure
Lastly, you need to follow up and measure. This will help you understand what kind of data is most important for your organization.
Also, it will help you understand what kind of data is not needed anymore. And how to get rid of it.