Why the RGPD register is mandatory for a company ?
The interactions between different companies the handling of personal and sometimes professional information of many people. The protection of this information prevents it from being used without the owners’ knowledge and for the wrong purposes. Since May 2018, this protection is implemented by the application of the RGPD everywhere on the European continent. What does it really consist of ? Does it effectively address the problem of protecting user information ? Find answers in this article !
Qu’What is the RGPD register for companies? ?
Defined as the General Data Protection Regulation, the GDPR is a set of legal provisions, intended to efficiently manage user data throughout the’European Union. It was especially set up to establish the rights of people, and put before their responsibilities the people who process the data.
At this level, many people find it difficult to identify the concept of personal data. However, it simply takes into account the information relating to an identified or identifiable individual. The identification phase takes into account two components, namely the direct (name and surname and other personal information), and the indirect (number, identifier, or other attribute).
We therefore talk about processing personal information when, for example, we collect contact information from leads via questionnaires, or when we keep customer or supplier files. This obligation extends today to all subcontractors who are also obliged to keep RGPD.
These structures must therefore transmit the data entirely to the structures for which they work. Also, the RGPD registry requires companies to ensure that user data is completely secure. This information can only be saved with the prior consent of the user.
What is included in this document ?
The RGPD register is a document that must contain certain important information such as:
- The identity of the person responsible for processing personal data and all parties involved in the handling of this information.
- Categories of processed information.
- The different uses made of data.
- The people who access it and with whom it is shared.
- How long the data will be kept.
- The system put in place to secure the data.
The nature of the elements we see clearly shows the advantages of having a user data processing register. In fact, this register is the solution in case of leakage of sensitive information about a user. In this type of situation, it allows to have a precise idea of the people who have at one time or another, manipulated the data, but also the destinations to which the information was sent.
When is the register mandatory? ?
Certain characteristics make it mandatory for companies to keep an RGPD register. All companies with more than 250 employees are required to keep a record of the processing of personal data of users. But article 9 of the RGPD stipulates that all non-occasional processing operations must be included in an up-to-date register.
The company also has an obligation to keep an RGPD register when it handles user data whose uncontrolled exploitation carries risks of violating the freedoms of the owners of this data. But that’s not all ! The keeping of the RGPD register becomes mandatory when the processed personal data are related to judicial sentences or offences.
What is the penalty for a company s’it n’is not up to date ?
The law provides for sanctions in case of non-compliance with the RGPD register. And it is the person responsible for processing the data who will be found guilty. The penalty can be a fine of up to 10 million euros or 2% of the turnover of the previous year of the company in violation. But this does not mean that’does not stop there !
In the case of larger violations, such as improper application of the rules of the register, companies must pay fines that can go up to 20 million euros or 4% of global turnover. In some extreme cases, even criminal proceedings are possible.
With all these risks, companies are better off keeping their RGPD records up to date. You just have to handle the information with tact and security. An official website gives information on the right way to implement the RGPD in your company.
Finally, it should be noted that the RGPD register has been an obligation for some months now for companies installed in the EU’European Union. Respecting this provision allows to locate the responsibilities in case of leakage of personal information, or misuse of sensitive data. So do what is necessary to avoid the penalties provided by law, in case of non-compliance with the maintenance of a RGPD register.