GDPR – How to handle Personal Data?!

With the rapid evolution of technology and its use to benefit companies’ ways to reach their clients, concerns arise – “What are companies doing with my Personal Data?!”, and “What really is Personal Data?”.

These issues and concerns made governments rethink about costumers’ protection… and here comes General Data Protection Regulation (GDPR), a turning point to privacy in the EU. A subject that, since May 2018, has been a very hot topic among companies.

It is true that companies rely on huge amounts of data, and this raised a grey area. What is really considered Personal Data, how companies can handle it and how far can they work with it?! Yet, the most important, how to manage this data in software and databases?!

We are here to ease your questions, in a full “how to” about Personal Data management…

What is Personal Data?!

The term is clearly explained by the GDPR, Article 4. It is basically any information that can identify each person individually, such as name, identification number, online identifier, etc. This regulation emerges to ensure a secure processing of this data.

Data processing is defined by the same article, which states that is any operation that is performed over personal data, such as collecting, recording, organizing, structuring, storing, and so on. It also applies to its transmission, dissemination or making it available.

In practice, it includes all data that is assigned to a single person, in any kind of way, such as:

  • Telephone number.
  • Credit card
  • Personal Identification Number.
  • Account data.
  • Number plate.
  • Appearance.
  • Customer number.
  • Address.
  • Etc.

Be aware, the law applies only to personal references, related to an individual. This means that the law does not protect corporations, foundations, and institutions, and includes only people that are alive.

In addition to general personal data there are some special categories, such as sensitive personal data, which are highly relevant because they are subject to a higher level of protection. This data includes:

  • Genetic, biometric and health data.
  • Personal data revealing racial and ethnic origin.
  • Political opinions, religious or ideological convictions.
  • Trade union membership.

How do I ensure privacy statements compliance?!

There is a clear line your company cannot cross. For example, you cannot be intrusive or abusive with your client’s data. There are 6 important grounds of privacy:

  • Transparency and access to information: you need to have information about how the data is processed and stored, and that it can be easily found.
  • Purpose: you cannot just store information, with no purpose. You must inform in which ways data will be used.
  • Deliberate consent: you need to have the option for users to personalize what information you can have and exactly what you can do with it. And these options cannot be pre-checked.
  • Levels of data: there are certain levels of Personal Data, and when processing it, they have different purposes. That should be clear in your policies.
  • Absence of consent for specific purposes: it is imperative to obtain consent for each purpose, or to be clear which purposes consent applies to.
  • Requesting data-use permission post account creation: you must request consent at the time data is obtained.

These rules are a must to protect clients and your company. Be assured that your data management software is fully compliant with these pillars. Remember, you can collect data from your clients, but no more than you really need and with proper consent and clarity.  Additionally, you can store this data for a reasonable time (according to its use).

The solution: Machine Learning!

Companies that deal with loads of data, and even sensitive data, find it hard and time consuming to manage their data compliance with GDPR. On the other hand, AI has been evolving in areas such as image and natural language processing, which makes it a great tool to automate data management.

More than complying with regulations, the adoption of these AI systems in modern organizations is essential to remaining relevant and competitive, optimizing efficiency, and moving human resources to value-added tasks!

And how can you benefit from AI and Machine Learning” – Actually, it is very easy!

TML can be your best friend!

Do you have a large repository of documents and not know which ones contain sensitive information?!

TML represents a whole new level of data extraction, analysis and processing that was born to power the automation of key business processes not possible until now! And all because of AI and Machine Learning!!! TML (Texter Machine Learning) can be used to identify personal information like names, addresses, social security numbers, etc. or even visual data like people’s faces, license plates – seamlessly enabling your company compliance with GDPR, and similar data protection policies.

TML can also identify intellectual property sensitive information in your content so you can protect it and control how it is being used and better manage its lifecycle.

Download here our infographic and see all that TML – Texter Machine Learning can do for you!

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Texter Blue is here to advise , and give you solutions that manage your content, like TML – Texter Machine Learning. It is imperative to have these systems to relief your human resources from time consuming tasks.