Every company within the European Union must comply with statutory data protection requirements. In case of doubt, the companies themselves have to prove that they are fulfilling this responsibility. This is regulated in the European General Data Protection Regulation. Regardless of the size of your company, you should therefore think about how you can ensure optimal data security in your company.
Complex and multi-layered topic
First of all: data protection is an extremely complex topic and every entrepreneur should deal with the corresponding legal regulations and ordinances. If you have more than 20 employees in your company, you have to name a data protection officer anyway, who takes care of all data protection issues.
Data security in a company must generally be taken seriously, regardless of whether the respective data is personal or not. Overall, it is about measures that ensure the protection of relevant company-owned data.
In this context, relevant data is to be understood as any data that is not intended to be publicly accessible to the general public.
Depending on the type of company and orientation, different aspects must be taken into account. A general distinction is made between technical and organizational measures to ensure efficient data protection. These include, for example:
- Access control: For technical systems with which data can be processed, for example computers, precautions must be taken to prevent unauthorized access. In addition, access to the relevant systems must be protected by password protection.
- Documentation control: The processing methods of the respective data must be documented in such a way that this process can be fully traced.
- Separation control: data collected for different purposes must not be mixed and processed separately from one another.
- Up-to-dateness: Companies must provide sufficient financial resources to keep their IT infrastructure up to date with the latest technology.
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How do you implement appropriate measures?
In principle, the collection, use and processing of personal data is prohibited. An exception is only legal if the respective company receives permission from existing laws (BDSG, TMG, DSGVO) or the person concerned himself.
- When it comes to getting your company ready for data protection, you should first get an overview of all data processing operations.
- Then it is necessary to determine the legal basis on which the data processing takes place. Different guidelines and regulations must be observed with regard to different groups of people (suppliers, customers, partners, etc.).
- You can then develop a concept yourself or together with your or your data protection officer, with which appropriate measures can be effectively implemented. The respective supervisory authorities and state officers for data protection provide corresponding checklists that you can use as a guide when implementing the corresponding measures.
If you, as an entrepreneur, do not ensure that your company takes all relevant measures to guarantee data protection, you face high fines.
Therefore, no entrepreneur should take the subject lightly, but strive to comply with the necessary measures. You can also assume that the data protection regulations will become even stricter over the next few years. It is therefore advisable to follow and keep an eye on developments in this regard.