In a time when digital data processing is the norm, it is essential for administrative offices to comply with the General Data Protection Regulation (GDPR). Not only to avoid fines but also to maintain the trust of clients. The Data Protection Authority (DPA) emphasizes the importance of good security for personal data and actively supervises this.
Why GDPR compliance is crucial
The GDPR imposes strict requirements on the processing of personal data. Violations can result in fines of up to 20 million euros or 4% of global annual revenue, whichever amount is higher. Additionally, research shows that 94% of consumers are not inclined to do business with organizations that do not adequately protect their data.
Critical points of attention for administrative offices
To be GDPR-compliant, administrative offices must pay attention to the following points:
1. Legal basis for data processing
Ensure that there is a valid legal basis for any processing of personal data, such as consent, contractual necessity, or legal obligation.
2. Data minimization
Collect and process only the personal data that is necessary for the intended purpose. For example, an email address is sufficient for sending a newsletter; a date of birth is then unnecessary.
3. Security of personal data
Implement appropriate technical and organizational measures to protect personal data against unauthorized access, loss, or destruction. The AP emphasizes that security must be a continuous focus within organizations.
4. Transparency and Information Provision
Clearly inform stakeholders about what data is being collected, why, and how it is being used. This can be done through a privacy statement that is easily accessible to clients.
5. Respecting the rights of those involved
Ensure that clients can exercise their rights, such as the right to access, correct, and delete their data. Establish procedures to respond to such requests in a timely and adequate manner.
6. Reporting Data Breaches
Develop a protocol for detecting, reporting, and documenting data breaches. According to the annual report from the AP, nearly 40,000 data breach reports were processed in 2024.
7. Implementing retention periods
Establish clear retention periods for different types of data and ensure timely deletion or anonymization of data that is no longer needed.
8. Conclude Processor Agreements
When personal data is shared with external parties, such as software vendors, it is mandatory to enter into data processing agreements that outline the responsibilities and obligations.
9. Awareness and Training
Ensure that all employees are aware of the GDPR requirements and are regularly trained in privacy-conscious work methods.
10. Appoint Data Protection Officer (DPO)
For organizations that process special personal data on a large scale, it may be mandatory to appoint a Data Protection Officer (DPO). This officer supervises compliance with the GDPR within the organization.
Conclusion
Compliance with the GDPR is not a one-time action, but a continuous process of evaluation and improvement. By taking the above points seriously, accounting firms can not only meet legal obligations but also strengthen the trust of their clients.
Voor meer informatie en ondersteuning bij AVG-compliance voor jouw kantoor, neem contact op met Wey & Fields: info@weyandfields.nl