Worldwide: Start Your Engines: We Have To Deal With GDPR, What Now?

Last Updated: April 18 2017
Article by Tanya Forsheit

Back in January, we posted about the circumstances in which your company, even if based in the US, must comply with the EU General Data Protection Regulation (GDPR), taking effect in May 2018. Now we get down to business. If your organization is covered, how do you start the process of preparing for compliance? There appear to be so many moving pieces, where to begin? Here we will provide a high level checklist to help you start down the path of GDPR readiness. As usual, this is not legal advice, just information based on the resources available from the EU authorities thus far designed to help you get your ducks in a row and start planning.

First, a reminder. Due to the extraterritorial jurisdiction provisions of the GDPR, your company is covered by the law even if you have no establishment in the EU if you process personal data of data subjects in the EU and that processing relates to (a) the offering of goods or services to those data subjects, irrespective of whether a payment of the data subject is required; or (b) the monitoring of those data subjects' behavior as far as their behavior takes place in the EU. Processing means any operation which is performed upon personal data, whether or not by automatic means, including collection, recording, organization, storage, adaptation or alteration, retrieval, use, disclosure by transmission, dissemination or otherwise making available, combination, blocking, erasure and destruction. Personal data is also broadly defined and includes not only what we think of as traditionally personally identifiable information connected to a name or person, but also information connected to a particular device or even IP address. EU regulators can assess administrative fines of €20 million or up to 4% of the total worldwide annual turnover of the preceding fiscal year, whichever is higher.

If your organization is covered by the law, here is a list of things to consider — and the sooner the better (with barely over a year to become compliant). Each of the following points will be the subject of a more detailed overview in a series of forthcoming blog posts over the next few months.

Determine If You Are a Data Controller or Data Processor, or Both

  • When are you determining the purposes for which and the manner in which any personal data are processed?
  • When are you processing the data on behalf of the data controller?
  • Are you acting in both capacities with respect to some personal data?

Appoint a Data Protection Officer (DPO)

  • Do you need one?
  • Should he/she be internal or external?
  • Should he/she be a lawyer?

Prepare Personal Data Inventories for Consumer and HR Personal Data

  • What are the data flows involving personal data of EU data subjects?
  • What kinds of data are involved?
  • Where does the data enter the organization? Where does it go and how is it used? With whom is it shared? When is it deleted?
  • Should this be done manually or using data mapping software?

Identify Legal Bases for Data Processing

  • Why are you processing personal data?
  • Can you limit your collection and processing?
  • Do you have a legal basis under GDPR to do the processing?
    • Do you have "legitimate interests" that justify the processing?
    • Do you need consent? If so, are your existing mechanisms for obtaining consent GDPR-compliant?
    • Do you have other legal bases for processing?

Conduct Data Protection Impact Assessments (DPIA)

  • Are you engaged in high risk processing that requires a DPIA?
  • How will this process be completed and who will be involved?
  • How will you get it done before the processing begins?

Review and Revise Privacy Notices

  • Are your privacy notices GDPR-ready?
  • Do they accurately and completely describe your data flows and address all applicable data subject rights under GDPR?

Review and Update Your Agreements

  • If you share personal data with vendors of any kind, do your agreements include the protections required by the GDPR?
  • If you are a service provider yourself, have you updated your form agreements to account for GDPR compliance? How will you make sure your subcontractors are required to abide by the same requirements?
  • How will GDPR requirements be addressed in the procurement process? How will you build them into your RFPs?

Establish Procedures for Handling Data Subject Requests to Exercise Rights

  • Have you identified each of the data subject rights that you will need to address?
  • Which of the rights apply to you and in what circumstances?
    • Right to Transparency
    • Right of Access
    • Right to Rectification
    • Right to Erasure
    • Right to Be Forgotten
    • Right to Restrict Processing
    • Right to Object
    • Right to Data Portability
    • Data Profiling Rights

Implement Appropriate Data Security Measures

  • Have you implemented the "reasonable security" measures already required of your organization under US law? (including federal laws like GLBA and HIPAA, state laws like the Massachusetts data security regulations, regulator guidance from the Federal Trade Commission and State Attorneys General, and contractual standards such as PCI?)
  • Have you mapped your security controls against standards such as ISO or NIST?
  • Are your security measures appropriate based on the nature and sensitivity of the data?
  • Do you have a Written Information Security Program?

Develop an Incident Response Plan (IRP)

  • Do you have an IRP designed to comply with applicable US data breach notification laws and standards?
  • Does it need to be updated to address the shorter notification to regulator time frames built into the GDPR?

Make Sure Your Data Transfer Mechanisms Are Lawful

  • Are you Privacy Shield certified?
  • Do you need Controller to Controller or Controller to Processor Standard Contractual Clauses for some kinds of transfers?
  • Should you consider Binding Corporate Rules?
  • Are there any derogations that might apply to facilitate transfers?

Train Your Personnel

  • Do you have existing privacy and data protection training for personnel?
  • How will you educate your personnel on the differences between EU and US laws?
  • Who should be trained and by whom? How frequently?
  • How will you handle onboarding?

Maintain Appropriate Documentation

  • Can you document all of the foregoing in a way that will be acceptable to EU regulators?
  • How should you deal with attorney — client privileged communications when it comes to preparing such documentation?

The foregoing is obviously not set in stone and your GDPR checklists should ideally be broken out into multiple projects and will be ongoing.

The Takeaway

The time to get started is now, GDPR compliance will not happen overnight. It is a process, and will be an ongoing process even after May 2018. US companies of all sizes are well advised to start identifying the relevant stakeholders within their organizations to tackle each of the foregoing items and get the ball rolling on multiple fronts.

www.fkks.com

This post first appeared in Frankfurt Kurnit's Focus on the Data blog (www.focusonthedata.com). It provides general coverage of its subject area. We provide it with the understanding that Frankfurt Kurnit Klein & Selz is not engaged herein in rendering legal advice, and shall not be liable for any damages resulting from any error, inaccuracy, or omission. Our attorneys practice law only in jurisdictions in which they are properly authorized to do so. We do not seek to represent clients in other jurisdictions.

To print this article, all you need is to be registered on Mondaq.com.

Click to Login as an existing user or Register so you can print this article.

Authors
Tanya Forsheit
 
In association with
Related Video
Up-coming Events Search
Tools
Print
Font Size:
Translation
Channels
Mondaq on Twitter
 
Register for Access and our Free Biweekly Alert for
This service is completely free. Access 250,000 archived articles from 100+ countries and get a personalised email twice a week covering developments (and yes, our lawyers like to think you’ve read our Disclaimer).
 
Email Address
Company Name
Password
Confirm Password
Position
Mondaq Topics -- Select your Interests
 Accounting
 Anti-trust
 Commercial
 Compliance
 Consumer
 Criminal
 Employment
 Energy
 Environment
 Family
 Finance
 Government
 Healthcare
 Immigration
 Insolvency
 Insurance
 International
 IP
 Law Performance
 Law Practice
 Litigation
 Media & IT
 Privacy
 Real Estate
 Strategy
 Tax
 Technology
 Transport
 Wealth Mgt
Regions
Africa
Asia
Asia Pacific
Australasia
Canada
Caribbean
Europe
European Union
Latin America
Middle East
U.K.
United States
Worldwide Updates
Check to state you have read and
agree to our Terms and Conditions

Terms & Conditions and Privacy Statement

Mondaq.com (the Website) is owned and managed by Mondaq Ltd and as a user you are granted a non-exclusive, revocable license to access the Website under its terms and conditions of use. Your use of the Website constitutes your agreement to the following terms and conditions of use. Mondaq Ltd may terminate your use of the Website if you are in breach of these terms and conditions or if Mondaq Ltd decides to terminate your license of use for whatever reason.

Use of www.mondaq.com

You may use the Website but are required to register as a user if you wish to read the full text of the content and articles available (the Content). You may not modify, publish, transmit, transfer or sell, reproduce, create derivative works from, distribute, perform, link, display, or in any way exploit any of the Content, in whole or in part, except as expressly permitted in these terms & conditions or with the prior written consent of Mondaq Ltd. You may not use electronic or other means to extract details or information about Mondaq.com’s content, users or contributors in order to offer them any services or products which compete directly or indirectly with Mondaq Ltd’s services and products.

Disclaimer

Mondaq Ltd and/or its respective suppliers make no representations about the suitability of the information contained in the documents and related graphics published on this server for any purpose. All such documents and related graphics are provided "as is" without warranty of any kind. Mondaq Ltd and/or its respective suppliers hereby disclaim all warranties and conditions with regard to this information, including all implied warranties and conditions of merchantability, fitness for a particular purpose, title and non-infringement. In no event shall Mondaq Ltd and/or its respective suppliers be liable for any special, indirect or consequential damages or any damages whatsoever resulting from loss of use, data or profits, whether in an action of contract, negligence or other tortious action, arising out of or in connection with the use or performance of information available from this server.

The documents and related graphics published on this server could include technical inaccuracies or typographical errors. Changes are periodically added to the information herein. Mondaq Ltd and/or its respective suppliers may make improvements and/or changes in the product(s) and/or the program(s) described herein at any time.

Registration

Mondaq Ltd requires you to register and provide information that personally identifies you, including what sort of information you are interested in, for three primary purposes:

  • To allow you to personalize the Mondaq websites you are visiting.
  • To enable features such as password reminder, newsletter alerts, email a colleague, and linking from Mondaq (and its affiliate sites) to your website.
  • To produce demographic feedback for our information providers who provide information free for your use.

Mondaq (and its affiliate sites) do not sell or provide your details to third parties other than information providers. The reason we provide our information providers with this information is so that they can measure the response their articles are receiving and provide you with information about their products and services.

If you do not want us to provide your name and email address you may opt out by clicking here .

If you do not wish to receive any future announcements of products and services offered by Mondaq by clicking here .

Information Collection and Use

We require site users to register with Mondaq (and its affiliate sites) to view the free information on the site. We also collect information from our users at several different points on the websites: this is so that we can customise the sites according to individual usage, provide 'session-aware' functionality, and ensure that content is acquired and developed appropriately. This gives us an overall picture of our user profiles, which in turn shows to our Editorial Contributors the type of person they are reaching by posting articles on Mondaq (and its affiliate sites) – meaning more free content for registered users.

We are only able to provide the material on the Mondaq (and its affiliate sites) site free to site visitors because we can pass on information about the pages that users are viewing and the personal information users provide to us (e.g. email addresses) to reputable contributing firms such as law firms who author those pages. We do not sell or rent information to anyone else other than the authors of those pages, who may change from time to time. Should you wish us not to disclose your details to any of these parties, please tick the box above or tick the box marked "Opt out of Registration Information Disclosure" on the Your Profile page. We and our author organisations may only contact you via email or other means if you allow us to do so. Users can opt out of contact when they register on the site, or send an email to unsubscribe@mondaq.com with “no disclosure” in the subject heading

Mondaq News Alerts

In order to receive Mondaq News Alerts, users have to complete a separate registration form. This is a personalised service where users choose regions and topics of interest and we send it only to those users who have requested it. Users can stop receiving these Alerts by going to the Mondaq News Alerts page and deselecting all interest areas. In the same way users can amend their personal preferences to add or remove subject areas.

Cookies

A cookie is a small text file written to a user’s hard drive that contains an identifying user number. The cookies do not contain any personal information about users. We use the cookie so users do not have to log in every time they use the service and the cookie will automatically expire if you do not visit the Mondaq website (or its affiliate sites) for 12 months. We also use the cookie to personalise a user's experience of the site (for example to show information specific to a user's region). As the Mondaq sites are fully personalised and cookies are essential to its core technology the site will function unpredictably with browsers that do not support cookies - or where cookies are disabled (in these circumstances we advise you to attempt to locate the information you require elsewhere on the web). However if you are concerned about the presence of a Mondaq cookie on your machine you can also choose to expire the cookie immediately (remove it) by selecting the 'Log Off' menu option as the last thing you do when you use the site.

Some of our business partners may use cookies on our site (for example, advertisers). However, we have no access to or control over these cookies and we are not aware of any at present that do so.

Log Files

We use IP addresses to analyse trends, administer the site, track movement, and gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.

Links

This web site contains links to other sites. Please be aware that Mondaq (or its affiliate sites) are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of these third party sites. This privacy statement applies solely to information collected by this Web site.

Surveys & Contests

From time-to-time our site requests information from users via surveys or contests. Participation in these surveys or contests is completely voluntary and the user therefore has a choice whether or not to disclose any information requested. Information requested may include contact information (such as name and delivery address), and demographic information (such as postcode, age level). Contact information will be used to notify the winners and award prizes. Survey information will be used for purposes of monitoring or improving the functionality of the site.

Mail-A-Friend

If a user elects to use our referral service for informing a friend about our site, we ask them for the friend’s name and email address. Mondaq stores this information and may contact the friend to invite them to register with Mondaq, but they will not be contacted more than once. The friend may contact Mondaq to request the removal of this information from our database.

Security

This website takes every reasonable precaution to protect our users’ information. When users submit sensitive information via the website, your information is protected using firewalls and other security technology. If you have any questions about the security at our website, you can send an email to webmaster@mondaq.com.

Correcting/Updating Personal Information

If a user’s personally identifiable information changes (such as postcode), or if a user no longer desires our service, we will endeavour to provide a way to correct, update or remove that user’s personal data provided to us. This can usually be done at the “Your Profile” page or by sending an email to EditorialAdvisor@mondaq.com.

Notification of Changes

If we decide to change our Terms & Conditions or Privacy Policy, we will post those changes on our site so our users are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. If at any point we decide to use personally identifiable information in a manner different from that stated at the time it was collected, we will notify users by way of an email. Users will have a choice as to whether or not we use their information in this different manner. We will use information in accordance with the privacy policy under which the information was collected.

How to contact Mondaq

You can contact us with comments or queries at enquiries@mondaq.com.

If for some reason you believe Mondaq Ltd. has not adhered to these principles, please notify us by e-mail at problems@mondaq.com and we will use commercially reasonable efforts to determine and correct the problem promptly.