As data went digital, authorities recognised the importance of protecting it, leading to the development of data privacy regulations to combat cyber threats. Nowadays, many organisations must comply with one or more data privacy policies.
For instance, those in the U.S. healthcare industry and their partners must abide by HIPAA regulations, while anyone collecting payment card data must adhere to PCI-DSS requirements. GDPR is a comprehensive data protection regulation that impacts any business selling to E.U. citizens.
In addition to industry and international data privacy regulations, there are also numerous state and local jurisdictions with their laws. Organisations must stay informed of these compliance requirements and any updates to these rules.
According to projections, by the end of 2024, around 75% of the population will have their data safeguarded by one or more privacy regulations.
Authorities are continuously enacting new data privacy regulations. For instance, In the U.S., in 2023, four states – Colorado, Utah, Connecticut, and Virginia – will implement new data privacy statutes.
Businesses must stay informed about their data privacy compliance requirements, as failure to do so can result in grave consequences. Many standards impose significant penalties for data breaches, and fines can be even higher if a company is found to have inadequate security measures.
For example, the Health Insurance Portability and Accountability Act (HIPAA) uses a sliding scale to determine fines, which can range from $100 to $50,000 per breached record, depending on the level of negligence displayed by the company.
Despite the potential risks, there are measures businesses can take to stay current with data privacy updates. Below, we provide some helpful tips to help you manage data privacy effectively.
Tips for Managing Data Privacy Compliance
1. Identify Relevant Data Privacy Regulations
Does your organisation have a comprehensive list of the various data privacy regulations it needs to follow? There could be regulations based on industry, geographic location (such as selling to E.U. citizens), state, city or county, and federal laws (such as for government contractors).
Identifying all the relevant data privacy regulations your organisation is subject to is essential. This helps to ensure you remain compliant and avoid being caught off guard by unexpected laws.
2. Stay Informed About Data Privacy Regulation Updates
It is crucial to stay informed about changes to data privacy regulations to avoid being caught off guard. You can do this by subscribing to updates on the official website of the compliance authority for each relevant regulation.
For instance, if you operate in the healthcare industry, you can sign up for HIPAA updates at HIPAA.gov and do the same for each regulation your business falls under.
It is also advisable to have updates sent to more than one person, such as the Security Officer or their equivalent, and another responsible party. This ensures that updates are not missed, especially if someone is on vacation.
3. Conduct Regular Reviews of Your Data Security Standards
Companies often change their I.T. infrastructure as technology evolves, such as adding new servers, computers, or mobile devices. However, these changes can inadvertently lead to non-compliance with data privacy regulations if they are not properly secured.
For example, an employee’s mobile device is not adequately protected can pose a significant compliance issue. Similarly, an employee’s use of a new cloud tool can also result in non-compliance.
To ensure continued compliance with data privacy regulations, conducting regular reviews of your data security standards is important. This includes matching your data privacy compliance requirements with your data security protocols to ensure you remain compliant. These reviews should be conducted at least annually, if not more frequently.
4. Conduct Regular Audits of Your Security Policies and Procedures
Your company’s policies and procedures are essential documents that outline employee expectations and provide guidance on data privacy and breach handling. Therefore, auditing them at least annually is critical to ensure they are up-to-date and aligned with data privacy regulations.
It is also important to audit your policies and procedures whenever there is an update to data privacy regulations. This ensures that your requirements are in line with any new changes.
Regular audits of your security policies and procedures will help ensure that your employees are well-informed and that your organisation complies with all relevant regulations.
5. Review and Update Your Technical, Physical, and Administrative Safeguards Regularly
Planning and staying up-to-date with data privacy updates and regulations are important. Regularly reviewing and updating your technical, physical, and administrative safeguards can help ensure your organisation is prepared and compliant.
Take a closer look at your I.T. security and focus on three key areas:
Technical safeguards: This includes your systems, devices, software, and other technical measures that protect your data.
Administrative safeguards: These are the policies, manuals, training, and other organisational measures that ensure your employees follow best practices and comply with regulations.
Physical safeguards: This includes physical security measures such as doors, keypads, building security, and other physical measures that protect your data.
Regularly reviewing and updating these safeguards can help prevent data breaches and guarantee that your organisation stays compliant with data privacy regulations.
6. Continuously Train Employees on Compliance and Data Privacy Policies
To maintain compliance and avoid data breaches, it’s crucial to keep your employees informed about any changes to data privacy policies that affect them. When you receive news about an upcoming update, include it in your ongoing training sessions.
Regular cybersecurity training can sharpen your employees’ anti-breach skills and remind them of what’s expected. Make sure to cover any relevant updates so that they are adequately prepared.
Documenting your training activities, including the date, the employees who received training, and the topics covered, is also essential. This documentation can be helpful in case of a breach.
Get Professional Assistance with Your Data Privacy Compliance
Ensuring your company complies with data privacy regulations can be daunting. However, you don’t have to do it alone. Qamba has the expertise to help you through the process of complying with data privacy laws.
Contact us today to schedule a consultation and learn how we can assist you in meeting your compliance needs.
