If the rules and regulations around data protection leave you feeling a bit confused, this simple but effective data protection checklist might be just what you need for your property business. Simply follow this checklist of questions to ensure your company’s approach to data protection is compliant with GDPR.
Paper copies should be kept in locked cabinets, while electronic information should be stored safely and encrypted. Make sure the amount of data being moved from the office is monitored and kept to a minimum and insist on secure Wi-Fi being used in the office.
This record should include the type of data you have, why you have it, how you came by it, how long you have had it and whether you’ve shared it. You should also note if you have any ‘special category’ data, such as medical information or other sensitive details. Recording the type of data (e.g. phone numbers or email addresses) is sufficient – you don’t need to detail them individually.
We suggest creating a privacy notice or statement, containing the following information:
This difference should be crystal clear to allow them to make an informed decision about what they share.
Now is the time to review your records and destroy any information that has been held for any longer than the duration stipulated.
If your current storage system makes this difficult, consider updating it so it’s easy to amend data as required.
Make sure you have a clear chain of accountability for any requests that come in.
The individuals involved much be contacted and the ICO should also be notified if the breach is likely to result in a risk to people’s rights and freedoms. Make sure all staff have undertaken training regarding data protection so they are equipped to deal with queries.
Every business processing personal information is required to pay this to cover the ICO’s costs. Most companies will only need to pay between £40 to £60 although, for larger corporations, the fee can be as high as £2,900. It’s very important to make sure you’ve paid the fee – those who try to dodge it could be fined up to £4,000.
Feature image: Photo by Scott Graham on Unsplash
Electronic signatures are a major part of today's digital-driven world. Learn how to use them securely with our Quick Guide to Electronic Signatures for Property Professionals produced with JMW Solicitors.