Norwood & the General Data Protection Regulation (GDPR)


Norwood’s GDPR commitment

GDPR is an opportunity to build a stronger data protection foundation for the benefit of all. Norwood is committed to ensuring that our platform is GDPR-compliant.

 

What we’re doing

  1. We have a data protection core team comprised of our senior management, dedicated to ensuring that Norwood is GDPR-compliant.
  2. We’ve updated our terms too. We’ve made a new Privacy Policy available on our website, which reflects GDPR standards.
  3. For every new product and enhancement, we’re proactively applying the Data Protection by Design principles.
  4. We’re applying GDPR standards to all data, not just EU personal data. That way, you will be well positioned with data protection regulatory frameworks around the world.

 

 

Norwood guide to the General Data Protection Regulation (GDPR)

  • Overview
  • What are my main responsibilities under GDPR?
  • What’s the definition of “personal data” under the GDPR?
  • Do I have to appoint a Data Protection Officer for the GDPR?
  • Are there any circumstances when the GDPR does not apply?
  • My company is ISO 27001 compliant. Will this help with my compliance towards the GDPR?
  • What are the penalties for non-compliance of the GDPR?
  • Further reading on GDPR

 

Overview

“GDPR” stands for the European Union’s General Data Protection Regulation. It replaces the Data Protection Directive. The purpose of GDPR is to ensure appropriate protection of personal data in a digital society.

GDPR, like the Data Protection Directive before it, finds its roots in Article 8(1) of the Charter of Fundamental Rights of the European Union, which echoes Article 12 of the Universal Declaration on Human Rights adopted by the UN General Assembly in 1948, and Article 16(1) of the Treaty on the Functioning of the European Union, pursuant to which “everyone has the right to protection of personal data concerning him or her.”

Though GDPR was adopted in 2016, the enforcement start date is May 25, 2018.

 

What are my main responsibilities under GDPR?

Your responsibilities under GDPR will depend on the nature of your business and your personal data processing activities. Nonetheless, broadly speaking, GDPR requires that personal data be:

  1. Processed lawfully, fairly and in a transparent manner,
  2. Collected for specified, explicit and legitimate purposes and not further processed in a manner incompatible with those purposes,
  3. Adequate, relevant, and limited to what is necessary for achieving those purposes,
  4. Accurate and kept up to date
  5. Stored no longer than necessary to achieve the purposes for which it was collected, and
  6. Properly secured against accidental loss, destruction or damage.

Further, GDPR places additional obligations on companies to document their processing activities and be able to demonstrate their compliance with the above principles. It also codifies the requirement that companies apply data protection by design and by default when developing and designing processes, products and systems.

In addition, if you use service providers to process personal data on your behalf, you will need to ensure that you have an appropriate contract in place that ensures that they are obligated to apply GDPR’s data processing standards. Similarly, if you are transferring EU personal data outside the EU, you may only do so if it is being transferred to a country deemed by the EU Commission to have adequate data processing regulations. For transfers to countries not deemed adequate, you must ensure appropriate alternative safeguards are in place. Currently, under the Directive, approved transfer safeguards include the EU-US Privacy Shield and standard contractual clauses.

Depending on the nature of your business and your personal data processing activities there are various other GDPR obligations that may apply. You should consult with a qualified privacy professional to understand how GDPR applies to your specific business.

 

Do I have to appoint a Data Protection Officer for the GDPR?

It depends. Article 37 of GDPR says that entities are required to designate a data protection officer if:

  1. The processing is carried out by a public authority or body (except courts acting in their judicial capacity);
  2. The core activity of the entity consists of personal data processing that amounts to or requires regular or systematic monitoring of EU individuals on a large scale;
  3. The core activity of the entity consists of large-scale processing of special categories of data (racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data used to identify a person, or data concerning health, a person’s sex life or sexual orientation) and personal data relating to criminal convictions or offenses.

The Working Party 29 (a group of data protection regulators in the EU) has provided additional guidance to help you determine if you fit within one of these categories.

 

Are there any circumstances when GDPR does not apply?

GDPR has broad scope and reach. That said, it is not unlimited. So, if you do not have an establishment in the Union and you do not process personal data of EU individuals, GDPR will not apply to your activities. If you do not know whether you process EU personal data, then you should consider whether you are offering any goods and services (even free ones) to individuals in the EU or if you’re monitoring the behaviour of individuals in the EU. If so, then you are subject to GDPR. Recital 23 of GDPR does indicate that GDPR is not intended to apply to entities that may inadvertently process EU personal data, but are not trying to provide their goods or services to people in the EU.

 

My company is ISO 27001 compliant. Will this help with my compliance towards GDPR?

Compliance with standards such as ISO 27001 can be helpful for compliance with GDPR, particularly with regard to security of processing, but GDPR compliance and ISO 27001 compliance are not interchangeable. Therefore, you should not assume that if you’re ISO 27001 complaint that you are also GDPR compliant.

 

What are the penalties for non-compliance with GDPR?

Depending on the nature of the violation, data protection authorities may issue fines or penalties for non-compliance of up to € 20 million or 4% of global revenue.

 

Further reading on GDPR

A lot has been written about GDPR. So a simple web search will likely result in quite a bit of information. Further, Norwood will be providing additional guidance and information related to GDPR via its website. That said, the most authoritative resources will always be those produced by data protection regulators or the Union itself. Of particular use are the guidance documents produced by the Working Party 29 which provide insight into how EU data protection regulators, who are charged with enforcement of the GDPR, will likely interpret the regulation.

 

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The above information is Norwood’s interpretation of GDPR and its requirements as of the date of publication. Please note that not all interpretations or requirements of the GDPR are well-settled and its application is fact and context specific. This information should not be relied upon as legal advice or to determine how GDPR applies to your business or organization. We encourage you to seek guidance of a qualified professional with regard to how the GDPR applies specifically to your business or organization and how to ensure compliance. This information is provided “as-is” and may be updated or changed without notice. You may copy and use this posting for your internal, reference purposes only.