As an organisation that collects, processes, and handles data of customers or clients, it is without doubt that you have the responsibility of securing their data and storing them in the best ways possible to avoid breaches. In this post we will be dissecting the best ways an organization can store data, how to remain compliant with data protection laws, consequences of breaching data storage.
Data security, also known as information security, refers to the practice of protecting digital data from unauthorised access, corruption, or theft. It encompasses various strategies, technologies, and practices designed to ensure the confidentiality, integrity, and availability of data.
Common threats to data security include;
Data breaches are where sensitive information of data subjects is accessed by unauthorised individuals, often resulting in financial and reputational damage to organisations.
Cyberattacks, such as malware infections and phishing attempts, pose significant risks to the security of data stored on digital platforms.
By implementing robust security measures and regularly updating systems to address vulnerabilities, organisations can mitigate the risks associated with data security breaches and ensure the safety of their sensitive information.
Importance of Data Security
Data security is pivotal for organisations to protect sensitive information, maintain customer trust, and comply with UK GDPR.
Ensuring secure data practices is essential to safeguard proprietary data from cyber threats and also plays a vital role in upholding customer loyalty and trust. By adhering to regulations like the Data Protection Act UK, organisations demonstrate their commitment to data privacy and accountability.
Implementing robust data security measures helps mitigate the risks associated with potential data breaches, which can result in significant financial losses, damages to brand reputation, and lawsuits.
Consequences of data breaches?
Some consequences of data breaches is that it can lead to exposing sensitive information to cybercriminals thereby compromising customer privacy, and damaging an organisation’s reputation.
Preventive Measures
Implementing encryption so that businesses can ensure that even if a breach occurs, the stolen information remains unreadable to unauthorised individuals
Data masking techniques further add a layer of protection by replacing sensitive data with fictitious but structurally similar information.
Implementing Robust cybersecurity measures as cyberattacks are continuously evolving, making it imperative for businesses to stay vigilant and proactive in safeguarding their data assets.
How can companies ensure data security?
- Companies can ensure data security by;
- Investing in employee training
- Conducting regular security audits to identify potential loopholes and provide proactive solutions
- Complying with data protection principles and regulations
Data Storage
The law permits identification of data subjects to be kept in form for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for the purpose it collected such data.
GDPR Data Storage Requirements
To stay compliant, you must follow specific requirements when you want to store data and comply with the GDPR.
- Data storage needs to be in line with the principles of GDPR, including but not limited to:
- Collecting the minimum amount of data necessary for the purpose;
- Ensuring your users’ data is safe and protected from unlawful processing or accidental loss, destruction, or damage;
- Set a time limit (the shortest possible!). After that, erase or review the stored data.
- Personal data collected should not be stored if it is not necessary for the purpose of the processing;
- Limit the retention period to what is necessary for the purpose;
- Delete or anonymize data by default when no longer necessary:
- The controller should have systematic procedures for data deletion or anonymization embedded in the processing.
GDPR Data Retention
Data retention should be limited to the duration for which the data is being stored/used/needed. This means the length of the storage depends on how long the need for the data will be by the organization.
This is to ensure that organizations erase or anonymise personal data when no longer needed as it will reduce the risk that it becomes irrelevant, excessive, inaccurate or out of date. Apart from helping you to comply with the data minimisation and accuracy principles, this also reduces the risk that you will use such data in error – to the detriment of all concerned.
Personal data held for too long will, by definition, be unnecessary. You are unlikely to have a lawful basis for retention.
Checklist for GDPR Data Storage
- GDPR Data Retention Policy
Prior to having all the data collected, mapped, and categorized, the data retention policy template needs to be created. A data retention policy is an internal assessment that defines for each processing activity what data is stored, for how long, where, and what happens when it’s no longer needed.
It is paramount for every organization to have a retention policy and also to regularly review this policy, as well as update data retention periods.
- Risk Mitigation
The data controller/processor or person in charge of data privacy in the organisation should evaluate the risks inherent in the processing. For this, publishing a Data Protection Impact Assessment (or DPIA) is highly advised.
The Data Protection Impact Assessment (DPIA) is a process that can assist the organization in analyzing and minimize the possible risks connected to the processing of personal data.
Conclusion
Organizations that fail to observe the General Data Protection Regulation 2018 can be faced with fined heavily and suffer severe reputational damage. For these reasons, it is advised that organizations learn about these regulations and principles and abide by them.
You can contact us for a free consultation for more information and how your organization can stay compliant with the Data Protection Act 2018 in the UK. We also provide other services ranging from company formation and management, document attestation, debt recovery, real estate, family law, immigration and others.
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