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Chapter 9: Reporting under the National Cancer Screening Register Act

Under s 22A of the National Cancer Screening Register Act 2016 (NCSR Act), the Secretary of the Department of Health (the Secretary)...

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July 16, 2019

Chapter 9: Reporting under the My Health Records Act

Under s 75 of the My Health Records Act, some entities have a mandatory obligation to provide notification of certain data breaches....

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July 16, 2019

Chapter 9: Notifiable Data Breaches (NDB) scheme

The OAIC administers a Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act....

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July 16, 2019

Chapter 8: Additional resources

The OAIC has published the Guide...

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July 16, 2019

Chapter 8: Publication

The OAIC will generally publish all PIA directions issued, and will require the agency to publish all final PIAs prepared in response to a PIA direction...

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July 16, 2019

Chapter 8: Steps the OAIC will take where an agency does not comply with a direction

Where an agency does not comply with a PIA direction, the OAIC will use the following procedure...

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July 16, 2019

Chapter 8: When is an agency considered to have complied with the PIA direction?

The OAIC will consider that an agency has complied with a PIA direction when the agency has given...

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July 16, 2019

Chapter 8: Procedural steps in issuing a PIA direction

Where the OAIC becomes aware of a proposed activity or function of an agency it may seek further information about the impact of the proposal on the privacy of individuals...

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July 16, 2019

Chapter 8: Purpose and key features of the PIA direction power

Section 33D of the Privacy Act empowers the Commissioner to direct an agency to give the Commissioner a privacy impact assessment (PIA)...

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July 16, 2019

Chapter 8: Legislative framework

Section 33D of the Privacy Act empowers the Commissioner to direct an agency to give the Commissioner a privacy impact assessment (PIA)...

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July 16, 2019

Chapter 7: Appendix A: Risk based assessments — privacy risk guidance

Risk based assessments.

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July 16, 2019

Chapter 7: Publication

Generally, the OAIC will publish all assessment reports...

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July 16, 2019

Chapter 7: Procedural steps

There are four main stages commonly involved in assessments...

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July 16, 2019

Chapter 7: Purpose and key features of privacy assessments

As outlined in the Privacy regulatory action policy...

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July 16, 2019

Chapter 7: Legislative framework

Section 33C of the Privacy Act provides the Commissioner with the power to conduct assessments of APP entities about...

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July 16, 2019

Chapter 6: Additional resources

Chapter 1 of this guide for information relating to the OAIC’s complaint investigation procedures...

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July 16, 2019

Chapter 6: Publication

The OAIC will publicly communicate the following information in connection with civil penalty proceedings...

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July 16, 2019

Chapter 6: Procedural steps

When seeking a civil penalty order from the courts is a possible regulatory outcome in a matter...

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July 16, 2019

Chapter 6: Serious or repeated interference with privacy

Section 13G of the Privacy Act is a civil penalty provision for cases of serious or repeated interference with privacy by an entity...

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July 16, 2019

Chapter 6: Purpose and key features of seeking a civil penalty order

By requiring the payment of a penalty to the Commonwealth, a civil penalty order financially penalises an entity or person...

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July 16, 2019

Chapter 6: Legislative framework

Section 80W of the Privacy Act empowers the Commissioner to apply to the Federal Court or Federal Circuit Court for an order that an entity...

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July 16, 2019

Chapter 5: Publication

Generally, the OAIC will publicly communicate the following information in connection with an injunction application...

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July 15, 2019

Chapter 5: After an injunction has been granted

The Court may discharge or vary an injunction granted under s 98 of the Privacy Act or s 81 of the My Health Records Act (see also Part 7 of the Regulatory Powers Act)...

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July 15, 2019

Chapter 5: Procedural steps in seeking an injunction

When seeking an injunction, the OAIC will generally use the following steps...

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July 15, 2019

Chapter 5: Purpose and key features of an injunction

Injunctions are an important enforcement tool for compelling a person to modify their behaviour in order to prevent them from contravening...

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July 15, 2019

Chapter 5: Legislative framework

An injunction is a Court order directing a person to do a specific thing or, more commonly, to not do a specific thing...

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July 15, 2019

Chapter 4: Enforcement of determinations

Under s 55 of the Privacy Act, where a determination applies to a respondent that is not a government agency...

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July 15, 2019

Chapter 4: Review rights

A party may apply under s 96 of the Privacy Act to have a decision under subsection 52(1) or (1A) to make a determination reviewed by the AAT...

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July 15, 2019

Chapter 4: Publication of determinations

Once made, and sent to the parties, determinations will be published on the OAIC’s website and on the AustLII website...

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July 15, 2019

Chapter 4: Compensation

A determination will generally contain the following information...

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July 15, 2019

Chapter 4: Content of determinations

A determination will generally contain the following information...

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July 15, 2019

Chapter 4: Procedural steps in making a determination

In making a determination, the Commissioner may conduct further investigation, and consider additional submissions and information provided by the parties...

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July 15, 2019

Chapter 4: When will a determination be made?

The Commissioner generally tries to resolve complaints through conciliation as provided for by the Privacy Act (s 40A).....

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July 15, 2019

Chapter 4: Legislative framework

After investigating a complaint,1 the Commissioner may make a determination which either dismisses the complaint or finds that the complaint is substantiated (s 52(1)).....

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July 15, 2019

Chapter 3: Publication

Section 33E(5) of the Privacy Act and s 80(4) of the My Health Records Act allow the OAIC to publish an enforceable undertaking on the OAIC’s website....

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July 15, 2019

Chapter 3: Breach of an enforceable undertaking

Where the OAIC believes that a respondent has breached the terms of an enforceable undertaking, the OAIC will generally use the following procedure...

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July 15, 2019

Chapter 3: Varying, withdrawing and cancelling an enforceable undertaking

A respondent can vary or withdraw an enforceable undertaking, but must have the consent of the Commissioner in order to do so...

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July 15, 2019

Chapter 3: Procedural steps

When the acceptance of an enforceable undertaking is a possible regulatory outcome in a matter...

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July 15, 2019

Chapter 3: Purpose and key features of an enforceable undertaking

An enforceable undertaking under the Privacy Act can only be given by ‘an entity’...

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July 15, 2019

Chapter 3: Legislative framework

An enforceable undertaking is a written agreement between an entity or person (the respondent) and the Commissioner...

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July 15, 2019

Chapter 2: Procedural steps in conducting a CII

Where the OAIC decides to commence a CII, the following four steps will be taken...

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July 15, 2019

Chapter 2: Considerations in opening a CII

The Commissioner’s primary objective when undertaking a CII is improving the privacy practices of investigated entities and the regulated community generally...

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July 15, 2019

Chapter 2: OAIC framework for considering referrals

The OAIC has a range of options available to respond to referrals, including no action...

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July 15, 2019

Chapter 2: Referral of allegations to the OAIC

The OAIC becomes aware of matters that may warrant the commencement of a CII through a number of channels...

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July 15, 2019

Chapter 2: Legislative framework

Section 40 of the Privacy Act gives the Commissioner the power to conduct investigations...

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July 15, 2019

Chapter 1: Referral of matters

Section 50 of the Privacy Act allows the OAIC to not investigate...

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July 15, 2019

Chapter 1: Deciding not to investigate a complaint

The OAIC may at any time during the complaint process exercise the discretion not to investigate a complaint or not to investigate...

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July 15, 2019

Chapter 1: Conciliating a complaint

The OAIC is not required to attempt to resolve the complaint through conciliation where the OAIC has decided not to investigate, or not to further investigate, a complaint...

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July 15, 2019

Chapter 1: Investigating privacy complaints

Where possible the OAIC tries to handle privacy complaints informally and flexibly...

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July 15, 2019

Chapter 1: How the OAIC handles privacy complaints

Complaints must be in writing and must identify the person making the complaint...

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July 15, 2019

Chapter 1: General approach to handling privacy complaints

The OAIC provides a free, informal and accessible complaint process...

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July 15, 2019

Chapter 1: Legislative framework

A complaint about an act or practice that may be an interference with privacy can be made by an individual on their own behalf, and on behalf of other individuals with their consent...

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July 15, 2019

2.8 Security of personal information (APP 11)

APP 11 requires entities to actively consider whether they are permitted to retain personal information...

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July 15, 2019

2.7 Quality of personal information (APP 10)

Entities must take reasonable steps to ensure that the personal information they collect is accurate...

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July 15, 2019

2.6 Sending personal information overseas (APP 8)

APP 8 and s 16C of the Privacy Act apply when an entity discloses personal information overseas...

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July 15, 2019

2.5 Direct marketing (APP 7)

Direct marketing is where an organisation directly promotes goods or services to an individual...

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July 15, 2019

2.4 Using and disclosing personal information (APP 6)

APP 6 outlines when an entity may use or disclose personal information...

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July 15, 2019

2.3 Notification (APP 5)

When your organisation collects personal information...

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July 15, 2019

2.2 Collection of personal information (APP 3)

APP 3 outlines when personal information, including sensitive information...

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July 15, 2019

2.1 Open and transparent management of personal information (APP 1)

The objective of APP 1 is to ensure that organisations manage personal information in an open and transparent way...

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July 15, 2019

1.7 How to build privacy into your data analytics activities

Privacy is not an obstacle to innovation...

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July 15, 2019

1.6 De-identification

What is de-identification?

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July 15, 2019

1.5 How does the Privacy Act apply to data analytics?

The Privacy Act regulates how organisations handle personal information...

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July 15, 2019

1.4 Why are today’s data analytic techniques different?

While organisations have undertaken data analytics activities for a long time...

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July 15, 2019

1.3 Benefits and challenges of data analytics

Through the amassing, aggregating and analysing of data to discover new relationships...

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July 15, 2019

1.2 What do we mean by data analytics

Data analytics describes processes or activities which are designed to obtain and evaluate data to extract useful information...

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July 15, 2019

1.1 About this Guide

The aim of the Guide is to assist organisations to identify and take steps to address the privacy issues that may arise.

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July 15, 2019

APP COMPLIANCE ● GDPR COMPLIANCE

©2007-2022 GDPA

SHARE YOUR KNOWLEDGE

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Q: Will my membership with GDPA reduce my Insurance premium?

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Q: Will I get fined for non-compliance?

Let’s not kid ourselves, the biggest threat to organisations from GDPR is running the risk of massive fines.

In saying that, GDPR law is not about handing our fines, it’s about putting the rights of the individual first.

Before a fine is handed out, a serious of sanctions take place.

Whilst it may not be financial to begin with, it will definitely place a massive dent in the reputation of the offending party. When you lose the trust with your audience and/or your staff, it’s pretty much game over.

One thing is for certain, there is no room for complacency, not matter where in the world you are.

 question sent in by Zachary.T from Singapore

Q: Why isn’t GDPR Registrar a free service?

As much as we would like to make it a free platform, it would be beyond our personal financial ability in doing so.

We researched extensively to find the fair price medium, one that will make it a value added incentive on your behalf and one that would maintain the costs in operating and evolving this site.

Bottom line is we have settled on a pricing model for the many and not for the few.

question sent in by Joyce.T from Ireland

Q: Why are your membership prices so low?

Knowledge has no price limit and yes we could quite easily charge more.

The reason we don’t is simple. This platform has been designed to offer the tools to the many and not the few. We believe our pricing structure is fair and affordable to everyone, without compromising on our objectives to our members and to our purpose of existence.

If you wish to shout our team a cup of coffee then we won’t say no. Simply spin the wheel below to see how many of our staff will enjoy your shout.

So you know, its €1 per shout.

[wof_wheel id=”2854″]
 question sent in by Mo Chou from China

Q: Who does GDPR apply to?

GDPR applies to anyone that applies, handles, processes, and/or monitors personal data of residents (full-time or temporary including foreign tourists) within the European Union, no matter where in the world this activity is conducted from.

Furthermore, it matters not whether you hold onto the data for 1 minute or 10 years.

 question sent in by Andrea.F from Australia

Q: Who do GDPR privacy protocols apply to?

GDPR protocols apply to all forms of relationships where in concerns European Union Residents (full-time or temporary including foreign tourists).

The types of relationship fall under 3 categories:

✍ B2B (business to business) where third party relationships are involved in the processing of personal data.

✍ B2C (business to consumer) where you are required to demonstrate responsibility towards personal data.

✍ B2E (business to employee) where the data you hold on current, past and prospective employees is managed within the boundaries of GDPR protocols.

 question sent in by John.K from Belgium

Q: Who can I email?

To clear the air and any confusion, you can email both B2B (Business to Business) and B2C (Business to Consumer) based on the following parameters:

 B2B (Business to Business) in 5 steps

  1. Make sure the business you are targeting is relevant to your email.
  2. Define your legitimate interest when emailing them.
  3. Allow them to unsubscribe easily and/or to opt-out of future emails.
  4. Keep your database clean and up to date.
  5. Make sure the business email is not a personal name, example:
    • wrong: john@businessname.com (unless you have prior consent)
    • wrong: mary@businessname.com (unless you have prior consent)
    • right: info@businessname.com
    • right: support@businessname.com
    • right: contact@businessname.com
    • right: enquiry@businessname.com
    • right: hr@businessname.com
    • right: marketing@businessname.com
    • right: ceo@businessname.com
    • etc…

 B2C (Business to Consumer) in 5 steps

  1. Don’t pressure or confuse individuals to grant you consent by making it a pre-requisite for signing up to your site and/or service. Keep it simple and let them decide.
  2. Adjust your lead generation and consent forms, permitting the users to opt-in freely, be specific, keep it simple, and easy to understand.
  3. When collecting data for multiple marketing channels (sms, postal mail, email…) give the user the option to pick which channels they wish to receive communications from you. Provide separate options for each channel.
  4. Be clear with your audience should the information you collect from them is likely to be shared with 3rd parties.
  5. Allow them to unsubscribe easily and/or to opt-out of future emails.
question sent in by Nicole.D from Greece

Q: What rights will individuals have under privacy laws such as the GDPR?

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Q: What responsibilities will companies have under the privacy laws such as the GDPR?

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Q: What personal information can I ask for?

As a data subject (that’s how you are referred to), GDPR presents you with 8 rights to which you can make a specific request and be assured that your personal data is not being misused for purposes other than the legitimate purpose for which it was originally provided by you to the entity.

A data subject is referred to as an individual:

♀ ♂ Candidate
♀ ♂ Client
♀ ♂ Commuter
♀ ♂ Consumer
♀ ♂ Contractor
♀ ♂ Creditor
♀ ♂ Customer
♀ ♂ Debtor
♀ ♂ Employee
♀ ♂ End User
♀ ♂ Guest
♀ ♂ Individual
♀ ♂ Job Applicant
♀ ♂ Patron
♀ ♂ Prospect
♀ ♂ Purchaser
♀ ♂ Representative
♀ ♂ Tenant
♀ ♂ Tourist
♀ ♂ Vacationer
♀ ♂ Vendor
♀ ♂ Visitor

A data subject has 8 legal rights of request, including:

1: Right to Object:  The right to object to the processing of ♀ or ♂ personal data.

2: Right to be Forgotten: The right to ask for the deletion of ♀ or ♂ data, also referred to as the “right to erasure”.

3: Right to Access: The right to get access to ♀ or ♂ personal data that is being processed.

4: Right to Withdraw Consent: The right to withdraw a previously given consent for processing of ♀ or ♂ personal data for a purpose.

5: Right to Object to Automated Processing: The right to object to a decision based on automated processing including Machine Learning and Artificial Intelligence of ♀ or ♂ personal data.

6: Right to Rectification: The right to ask for modifications to ♀ or ♂ personal data in case the data subject believes that this personal data is not up to date or accurate.

7: Right to Data Portability: The right to ask for the transfer of ♀ or ♂ personal data in a machine-readable electronic format.

8: Right to Information: The right to ask a company for information about what ♀ or ♂ personal data is being processed and the reasoning for such processing.

This right given to you by GDPR is referred to as DSAR (Data Subject Access Request).

A DSAR can be made by an individual or an individual’s appointed representative. Such requests are made in writing and mailed to the entities registered GDPR Postal address and/or via Email.

Important to note that the violating entity must have a registered address within the EU to receive GDPR mail (irrelevant if the request is sent by post or via email).

question sent in by Angela.S from Greece

Q: What is the process for me to demonstrate that I comply with privacy laws such as the GDPR and how do I notify all my suppliers, customers, employees and stakeholders that I am complaint ?

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Q: What is pseudonymization?

It’s when digitally stored data (information entered via a computer, mobile device, laptop, etc…) is encrypted in such a way where it makes it impossible for unauthorized people to trace it back to an individual.

The 5 key methods used to achieve pseudonymization are:

♒ Encryption (involving the rendering of the original data as unreadable and which cannot be rendered readable without an encryption key)

♒ Tokenization (involving the substitution of sensitive data elements with a non-sensitive elements, that hold no extrinsic or exploitable meaning or value)

♒ Blurring (involving obfuscation just like media outlets rendering the faces of anonymous sources unrecognizable)

♒ Masking (involving the masking of data where it still permits you to identify the data “example a credit card: XXXX XXXX XXXX 1964” without identifying the individual )

♒ Scrambling (involving a combination or obfuscation of alpha/numeric characters)

question sent in by Vincent.X from Sweden

Q: What is Personal Data?

Personal Data is any information relating to an identified or identifiable natural person (otherwise referred to as a ‘data subject’).

An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, identification number, location data, online identifiers or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Here is an extensive list of Personal Data:

✍ Activity on the site
✍ Age
✍ Arrest records
✍ Bank account
✍ Bankruptcies
✍ Bio-metric identifiers
✍ Birth certificate
✍ Browser
✍ Browsing history (elsewhere online)
✍ Car insurance records
✍ Cell/Mobile phone
✍ Chat history (elsewhere online)
✍ Children’s names
✍ City of birth
✍ Cloud storage files
✍ Contacts list
✍ Cookies
✍ Credit card number
✍ Credit report
✍ Criminal offenses & convictions
✍ Current employer
✍ Current home address
✍ Current income
✍ Current location (physical)
✍ Daily life activities
✍ Date of birth
✍ Debit card number
✍ Device ID / MAC address
✍ Digital fingerprint
✍ Donations to organizations
✍ Driver’s license / state ID
✍ Education history
✍ Email records
✍ Employment history
✍ Event attendance
✍ Eye color
✍ Face photographs
✍ Facial geometry
✍ Family health history
✍ Fingerprints
✍ First name
✍ Friends’ names
✍ Gender
✍ Genetic information
✍ Hair color
✍ Handwriting
✍ Health insurance records
✍ Height
✍ Home phone
✍ Home value
✍ Homeowner status
✍ HR issues & disciplinary actions
✍ Income history
✍ Investment records
✍ IP address
✍ ISP (internet service provider)
✍ Judgements
✍ Language preference
✍ Last name
✍ Length of current residence
✍ Liens
✍ Life insurance records
✍ Likes & ratings
✍ Loan records
✍ Location history (physical)
✍ Maiden name
✍ Marital status
✍ Media preferences
✍ Medical card number
✍ Medical records
✍ Messages on the site
✍ Nationality
✍ Number of people in household
✍ Occupation
✍ Operating system
✍ Other financial statements
✍ Other identifying photographs
✍ Other names used
✍ Pardons
✍ Parents’ names
✍ Passport information
✍ Password
✍ Performance evaluations
✍ Personal email address
✍ Pets & animals
✍ Phone call records
✍ Photo location data
✍ Physical or mental disability
✍ PIN number
✍ Political affiliations & opinions
✍ Political party affiliation
✍ Postal activity
✍ Power of attorney
✍ Prescriptions
✍ Previous addresses
✍ Professional license records
✍ Property records
✍ Racial & ethnic origin
✍ Recreational license records
✍ Reference interviews
✍ Religion & philosophical beliefs
✍ Retina scan
✍ Schools attended
✍ Search history (elsewhere)
✍ Search history on the site
✍ Security question & answer
✍ Sexual orientation
✍ Sexual partners
✍ Shopping & purchase history (elsewhere online)
✍ Shopping & purchase history (offline)
✍ Shopping & purchase history (on the site)
✍ Siblings’ names
✍ Signature
✍ Social media accounts
✍ Social media posts & history
✍ Social security / social insurance number
✍ Spouse name
✍ Surveys (online)
✍ Surveys (offline)
✍ Tax file number
✍ Tax returns
✍ Text message history
✍ Third-party login
✍ Topics of interest
✍ Trade union membership
✍ Username
✍ Vehicle registration records
✍ Veteran status
✍ Video footage
✍ Voice recording
✍ Voice signature
✍ Voter registration records
✍ Website
✍ Weight
✍ Work address
✍ Work email address
✍ Work phone
✍ Writing sample (electronic)

list compiled by TIM BOUCHER
question sent in by Fei Hung from China

Q: What is GDPRs global reach?

The impact of GDPR is global.

GDPR is a legal chapter established by the European Union and affects directly any entity worldwide that that applies, handles, processes, and/or monitors personal data of residents (full-time or temporary including foreign tourists) within the European Union, no matter where in the world this activity is conducted from. Simply put, you cannot hide from it or avoid it.

Currently, over 23,000,000 companies worldwide in 191 countries conduct some form of business activity which involves European Union residents. Chances are you’re one of these companies.

Here are the 3 key questions you need to immediately ask yourself:

  1. Do you have a registered mailing address within the European Union for all your GDPR related matters?
  2. Do you have someone with exceptional GDPR knowledge and data protection experience within the European Union to be your first line of contact regarding GDPR related matters?
  3. Have you taken the first basic steps towards GDPR compliance?

If you answered NO to any one of the 3 questions then we can assist you. GDPR Registrar is designed to provide the platform for entities such as yourself to commit to compliance and to be registered & represented within the European Union as required by law.

For further details CLICK HERE.

question sent in by Theresa.C from Dubai

Q: What is biometrics?

Biometrics is the measurement and statistical analysis of people’s unique physical and behavioral characteristics. The technology is mainly used for identification and access control, or for identifying individuals who are under surveillance.

The basic premise of biometric authentication is that every person can be accurately identified by his or her intrinsic physical or behavioral traits.

Biometric identifiers are divided into 2 categories, Behavioral and Physiological.

♀♂Behavioral characteristics are related to the pattern of behavior of a person, including but not limited to typing rhythm, gait, and voice, otherwise referred to as behaviometrics.

♀♂Physiological characteristics are related to the shape of the body, including but not limited to fingerprint, palm veins, face recognition, DNA, palm print, hand geometry, iris recognition, retina and odor and/or scent.

Examples of biometrics include token-based identification systems, such as a driver’s license or passport, and knowledge-based identification systems, such as a password or personal identification number.

Since biometric identifiers are unique to individuals, they are more reliable in verifying identity than token and knowledge-based methods; however, the collection of biometric identifiers raises privacy concerns about the ultimate use of this information.

question sent in by Marylin.S from Canada

Q: What information can’t I ask for?

You don’t have the right to make a request and gain access to the information of a 3rd party individual, unless you have been properly appointed as the authorized representative of the original individual seeking access to their information.

The entity receiving your request requires:

  1. sufficient evidence on your behalf to verify the identity of the data subject making such a request and
  2. sufficient details on your behalf so it can locate your request.

If the responsible person refuses your Data Subject Access Request on behalf of the entity, they must clearly set out in writing the reasons for the rejection.

If you are not satisfied with the outcome of your request, then you have the right to ask the entity for the details to their independent DPO (Data Protection Officer) to review your case.

question sent in by Frank.A from UK

Q: What if we cannot afford the costs to comply?

One thing people forget, and we wish to make this very clear, especially for small to medium size businesses. GDPR is not designed to put you out of business!!! 

GDPR requires you to DEMONSTRATE that you are committed in working towards being compliant.

Don’t act from a position of fear, that’s the biggest and most costly mistake you’ll make.

Do yourself a favor:

  1. Take a step back.
  2. Take a deep breath.
  3. Take a structured approach towards compliance.

When you register for free with us, we’ll give you your free step-by-step plan of action. CLICK HERE TO REGISTER FOR FREE .

We’re not going to lie to you, once you have gone through the plan, you will most likely become a registered member with us and/or with another quality organization for reasons that will become clear to you.

question sent in by Mario.D from Italy

Q: What does GDPR mean for social media strategies?

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Q: What does GDPR and privacy laws mean for property marketers?

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Q: What do you need to do if you own or manage property?

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Q: What do you do with my information?

We use your information in fulfilling our obligations to you as a member and as permitted to us via GDPR Article 6 “Lawfulness of Processing”, where the processing shall be lawful only if and to the extent that at least one of the following applies:

✍ the data subject has given consent to the processing of his or her personal data for one or more specific purposes;

✍ processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;

✍ processing is necessary for compliance with a legal obligation to which the controller is subject;

✍ processing is necessary in order to protect the vital interests of the data subject or of another natural person;

✍ processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;

✍ processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child. (shall not apply to processing carried out by public authorities in the performance of their tasks.)

We don’t abuse, take unlawful advantage or compromise your trust when you provide your information to us, and as such:

☑ We don’t share your information with 3rd parties, unless it is required to complete your request. (One example is when you file a complaint against a third party via our platform, we may be required to share your information with relevant 3rd parties to address your DSAR complaint.)

☑ We don’t sell your information to 3rd parties, period!

☑ We don’t ask or gather irrelevant information from you just for the hell of it.

☑ We don’t hold onto your credit-card information and will never ask for your credit card details. (All payments made by you to us will be via Paypal or Stripe gateways or Direct Bank Transfer.)

☑ We don’t make deliberate errors, therefore if you find something on our site not to be right, feel free to tell us and we’ll address it.

☑ We don’t proclaim to be perfect, though perfection is something we continually strive for.

☑ We don’t display your personal name on our site publicly unless you have given us explicit consent.

☑ We don’t share your details with co-workers within our organization unless they have a legitimate interest within their role.

☑ We don’t store your information on physical servers outside of the European Union.

☑ We don’t spam!

☑ We don’t work with entities that do not comply to GDPR Regulations.

question sent in by Elizabeth.B from UK

Q: What do we need to understand about GDPR?

As someone that handles personal data of residents (full-time or temporary including foreign tourists) within the European Union, you need to:

☑ Fully understand on how you use your data.

☑ Make certain that you’re incorporating GDPR into your data management.

☑ Conduct a thorough evaluation of your current & future data requirements.

☑ Assess the capabilities in managing such data.

☑ Be prepared to execute major changes in how you manage your data.

question sent in by David.M from Hong Kong

Q: What do I need to keep in mind about GDPR?

The top 12 key factors to keep in mind about GDPR protocols regrading European Union Residents (EURs) (full-time or temporary including foreign tourists) within the European Union, no matter where in the world this activity is conducted from include:

☑ Handling data on EURs.

☑ Offering goods and/or services to EURs.

☑ Monitoring and/or tracking the activities of EURs.

☑ Conducting any form of business or commercial activities with EURs.

☑ How serious you are about doing the right thing with EURs data.

☑ How you store EURs data.

☑ How you process EURs data.

☑ How you access EURs data.

☑ How you transfer EURs data.

☑ How you disclose EURs data.

☑ How you interact with EURs data.

☑ How you react to an infringement on EURs data.

question sent in by Patricia.Z from Hong Kong

Q: What are the principles of GDPR based on?

The principles are based on entities being responsible in considering what accountability they may or may not need to comply with. This is strictly based on the unique and specific circumstances of their activities and how they utilize the data they receive.

Each entities principles of compliance will differ according to interpretation and circumstances. The core principle is being able to demonstrate that you are committed to GDPR Compliance and are being proactive in achieving this target, whilst being able to demonstrate it when required.

Taking this approach will direct you in the right direction towards compliance.

 question sent in by Frances.R from USA

Q: What are cookies?

Cookies are small pieces of data stored on a user’s device which allow websites to perform specified actions or preferences.

Cookies are divided 5 categories:

☀ Targeted Cookies: Used to deliver multiple types of targeted digital ads. They store your user data and behavioral information, allowing advertising services to target you within specified audience groups according to variables including but not limited to: ✍age ✍gender ✍location ✍personal interests ✍website habits ✍search engine habits ✍social media habits, just to name a few.

☀ Necessary Cookies: Used by a website to deliver you the information and services they offer in a secure and optimized manner. In most cases, you must accept these “necessary cookies” to be able to make use of their online systems.

☀ Functional Cookies: They are essential for a website to work, for example: ✍making sure that you don’t have to keep logging into the website each time you visit a different page ✍keeping track of your shopping cart on the website ✍making sure the online live support maintains contact with you, especially when navigating the site.

☀ Performance Cookies: Used for internal purposes to help the website in providing you with a better user experience. The cookies help the operators of the website to better understand how it’s used by visitors, shoppers and members. From this information they can improve the way the site works and deliver better content to you. One example is when they use an external company such as Google to perform such an analysis via their services. In this instance, they may set third party cookies to enable this to function correctly.

☀ Undefined Cookies: This is something of a hit and miss scenario as undefined cookies can come from a number of factors including your personal settings on your device.

You can always run a check as to what cookies a website uses via online tools such as COOKIE METRIX or COOKIEBOT

question sent in by Mandy.Y from Cyprus

Q: My business collects personal information through electronic platfoms such as text messages. Do I need to comply with privacy laws such as GDPR

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Q: Is photography subject to GDPR regulations?

Yes, photography is subject to the GDPR regulations.

You’ll need to have a privacy policy in place and you’ll need to make sure it’s in line with GDPR.

Make sure you have the privacy policy linked to your online pages, including website/s and social pages.

question sent in by Joshua.H from Germany

Q: Is GDPR just a fad?

Once upon a time there were only 2 things certain in life & now there are 3.

The sooner you come to grips with GDPR, the better of you’ll be in the long run.

  1. Define your policies for GDPR compliance
  2. Define your processes for GDPR compliance.
  3. Define your stakeholders for GDPR compliance.
  4. Discover what data you need to protect and manage.
  5. Control the access to your data.
  6. Centralize your data across your organization.

Following these six steps will place you in good standing with GDPR protocols, setting your path towards a bright future with your audience.

Forget bitcoin, trust is the new currency of the future!

question sent in by Beth.V from UK

Q: If my EU representative is based in the UK will I be compliant after Brexit or do I need to nominate a representative outside the UK

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Q: If I’m just a social network user do I need to comply with privacy laws and what are the consequences if I don’t?

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Q: If I have an Instagram account do I need to comply with data protection privacy laws

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Q: If I have a facebook business page do I need to be GDPR compliant?

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Q: I’m just a sole trader who employs contractors from time to time. Do I need to comply with privacy regulations such as the GDPR?

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Q: I’m a trades person and often take before and after shots of the work I do. Do I need to comply with privacy laws such as the GDPR?

Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum.

Q: I’m a marketer who advertises products and services and receives enquiries. Do I need to comply with privacy laws such as the GDPR?

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Q: I’m a consumer, how do I know that my personal information is protected?

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Q: I’m a business that wants to comply and implement data privacy and protection best practice and I don’t know how to do it. Who will help me do this

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Q: I’m a business that buys and sells products and services on Ebay. Do I need to comply with privacy laws such as the GDPR?

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Q: I’m a business in Australia that orders parts and services from Europe. Do I need to comply with privacy laws such as the GDPR ?

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Q: I have a You tube account, Im a you tube user, post videos, music and other information. Do I need to comply with Privacy Regulations such as the GDPR?

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Q: I have a data base of past customers and enquiries. Can I keep this data base on file?

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Q: How will GDPR and other Privacy laws affect Property managers and Agents?

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Q: How long can someone hold onto my data for?

When it’s for contractual reasons, for example you purchased a product, service, made a donation and actions of similar nature, it generally ranges about 6-7 years.

It’s always good to reach out to the entity to clarify this for you. You’ll find that the majority of companies will be more than happy to answer your question. Keep in mind that they have 30 days to respond to you.

If they don’t, then you can file an official complaint via our online form FILE A COMPLAINT. This service is also part of our free membership.

Here is a great infograph from Erik Underwood c/o TechRepublic, with interesting insights into why your data is being collected.

question sent in by Anna.A from Spain

Q: How does someone get fined outside of the EU?

Article 27 of the GDPR is the first line of defense. It requires companies without operations in the EU to appoint an EU representative. If that doesn’t happen, non-EU companies will be perused via local enforcement actions within their country via mutual legal assistance treaties (MLAT), and private prosecutions under similar local laws.

 question sent in by Claire.M from Taiwan

Q: How does GDPR affect social media advertising

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Q: How do I process and file personal information that I receive over Text messages in order to be compliant with privacy laws such as the GDPR

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Q: Does SMS marketing need to comply with privacy laws such as the GDPR?

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Q: Does my Australian business need to be GDPR compliant?

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Q: Do non EU entities have to comply to GDPR?

Yes, Non EU Entities have to comply the moment they apply, handle, process, and/or monitor personal data of residents (full-time or temporary including foreign tourists) within the European Union.

Furthermore, it matters not whether you hold onto the data for 1 minute or 10 years.

 question sent in by John.K from Taiwan

Q: Do I need to train my staff?

The logical answer is yes you do, as they are your controllers and processors of the information you receive. Furthermore it matters not whether you are a small family business or a large organization,

The purpose of a certification is to develop a code-of-conduct for your staff to follow, which in return helps them understand the requirements and actions needed in being compliant.

Richard Branson said it best:  “Customers come second, employees first. It’s a philosophy that brings unexpected benefits to both the company and its clients.”

 question sent in by Konstantinos.M from Greece

Q: Do I have rights under the privacy act when I use social networking sites?

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Q: Do all organization now need to appoint a Data Protection Officer in order to comply with Privacy laws such as the GDPR?

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Q: Can I keep my customers details on file once our transaction has completed?

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Q: Can I get insurance against Data breaches?

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Q: Can I cancel my membership at any time

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Q: Can a Controller or Processor be fined?

The short answer is yes.

In saying that, a monetary fine is only one of the corrective measures included in the GDPR to apply pressure on controllers and processors to comply with the regulation.

Not all violations will result in a monetary fines, and not all fines will be based on the maximum amount, though rest assured it won’t be pocket change either.

A monetary fine is the last step in a long process designed to address the scope of an infringement by a Controller and/or Processor, concurrently assessing on how the organization allowed the infringement to happen in the first place and to monitor what steps have been taken to address the violation and any further violations.

 question sent in by Victoria.F from Germany

Q: As an employee or contractor what rights do I have under privacy laws such as the GDPR?

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Q: As a career working in the aged care, disability and child support sector. Do I need to comply with privacy laws such as the GDPR?

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Q: Are Photographs, videos & audio considered personal data

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GDPA VIDEO CONFERENCING

OVERVIEW

For us at GDPA, providing you a conference platform you can rely on is the most important thing. That means, amongst other things, we are very mindful of the security and privacy aspects that affect our users.

Security and privacy are very broad topics so we are going to try and go through some practical use cases to demonstrate what’s at play.

Fully secure you say… What does this mean exactly?

In many respects meetings are simply private by design.

To begin with, all meeting rooms are ephemeral: they only exist while the meeting is actually taking place.

They get created when the first participant joins and they are destroyed when the last one leaves. If someone joins the same room again, a brand new meeting is created with the same name and there is no connection to any previous meeting that might have been held with the same name.

This is all very important. Some of the systems that let people “pre-create” rooms, have subtle indications that let a potential attacker distinguish reserved from unreserved meetings which then makes the reserved meetings easier to identify and target.

That said, since a name is all that one needs to actually access a room, we have to be really careful about how we choose them. We don’t want others accidentally stumbling into your meetings, just as we want to keep pranksters and snoopers away. Therefore you simply create a unique name for your conference or use our random code generator below. Once created, it’s what you will share with the people you want to participate.

If you start a meeting with the name “Test”, “Demo” or “Family” for example, chances of having some random uninvited people joining are very, very high. How does one pick a good room name then? Our random meeting name generator below is a great start. It offers names that are easy to remember and read out loud on a phone call, and come from a set of over a trillion possible combinations. Picking out one of the auto-generated names is therefore quite safe.

COPY & SHARE YOUR UNIQUE CONFERENCE CODE
https://meet.jit.si/

If entering via Web Browser then share/use the full link: https://meet.jit.si/#########

If entering via GDPA Video Conferencing then share/use the 9 digits: #########