Do Irish Companies need a Data Protection Officer? – Companies Ireland

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Companies in Ireland – the General Data Protection Regulation (GDPR).

Within the EU GDPR there is a mandate for certain companies including specific Companies operating in Ireland that a Data Protection Officer is appointed within their business.

This Data Protection Officer will be the “go to” person within Irish companies and will manage the responsibility for Data Protection Compliance.

Responsibilities for the Data Protection Officer include but are not limited to;

  • Monitoring the company’s compliance with The Data Protection Law, managing training of staff for data protection and carrying out audits within the Organisation.
  • Providing advice to the Organisation relating to their obligations under the GDPR
  • Acting as the main contact point within the Organisation for the local Data Protection Authority (The Data Protection Commissioner)

Not all Irish companies will require to have an appointed DPO.

The circumstances listed below will require companies in Ireland will have a DPO;

  • Public Authorities processing public data (except for courts in their judicial capacity)
  • The Company in Ireland has a core activity which involve data processing operations and “require regular monitoring of data subjects on a large scale
  • The core activities of the organisation involve the processing of sensitive personal data on a large scale.

The specific size of the above listed processing activity is not detailed within the GDPR. There is not identifiable cut off point but it would be advised that Irish Companies to act on the side of caution rather than face the extreme financial sanctions for breaking the Law.

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Under Article 58 of the GDPR, in Ireland, the Office of The Data Protection Commissioner will be able to fine Irish companies who are found guilty of a data breach. Article 58 does not differentiate between an accidental breach and a deliberate breach. Fines for a data breach have been increased to a maximum of 20 million Euro or 4% of their global turnover, whichever is the larger.

If there was ever an appropriate time for Irish Companies to review all of their data processing activities, identify to whom they are releasing data to both digital data and paper data, it is now before the fines are in place and enforced.

Within the GDPR, a single DPO can represent multiple organisations and does not have to be a member of staff belonging to the specific Company. Therefore, several organisations can collectively appoint one DPO to represent their combined interests.

Currently it is clear to see through research conducted that the expected compliance is not matched by the level of knowledge and awareness within the market. An underestimated figure of 28,000 Data Protection Officers will need to be appointed throughout Europe before the GDPR becomes law.

For more information upon compliance with the GDPR please contact the Security in Shredding team for assistance.

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Five tips for Data Protection Compliance

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With the introduction of The General Data Protection Regulation this year it is essential for Organisations to know that they are complying with the legislation. The first step in compliance is awareness and this article will give a brief overview of some tips to take into account to protect your Organisation. From data consent to third party data processing such as a confidential paper shredding service, I aim to guide you in the right direction.

A. Consent

Always obtain the data subjects consent prior to holding or using their personal data. All forms both physical and web-based which are designed to gather personal information should contain a statement detailing what the information is to be used for.

B. Sensitive data

When dealing with sensitive personal (race, political opinion, mental health etc.) data additional measures should be in place to ensure the security of the data. When this data has reached its end of life always securely destroy the data through a paper shredding service.

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C. Individual rights

Be aware of individual’s rights when dealing with information held upon them. If preparing reports always be aware that individuals have the right to see all personal data held about them which also includes emails and informal notes that have not gone through your document shredding service in place.

D. Review files

Data should only be retained when and where absolutely necessary. Securely disposal of the data once it is no longer required through an onsite paper shredding service and/or an offsite shredding service with a data processing firm and under contract. Establish and record regular reviews of the data in your control.

E. Secure disposal of records

When discarding waste data in paper format it is imperative to treat them confidentially. Never discard end of life data with conventional recycling streams. Waste paper data is not the same as general sorted office waste (SOW) before it is destroyed due to the fines and penalties attached to them for a breach. Always hire a professional paper shredding company to secure shred all documents and receive a certificate of data processing. The same applies to waste electronic data carriers such as hard-drives, always securely destroy them through a hard drive shredding service.

For any advice upon data protection and making your Organisation compliant please do not hesitate to contact one of our team through our website www.securityinshredding.com.

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Confidential Paper Shredding Industry welcome Budget 2017 increase in funding for The Data Protection Commissioner

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This week confidential paper shredding service vendors welcome the decision in this weeks budget for additional funding being allocated to The Data Protection Commissioners office. The additional funding makes up an increase of €2.8 million to the previous figure. This increase brings the total funding from The Irish Government for 2017 to €7.5 million. This much welcomed funding will be allocated to police and enforce the Data Protection Acts and protect Irish citizen’s data.

Even with the relatively small geographical size of Ireland, it has been difficult for the policing authority to monitor all activates by Organisations to ensure compliance with Data Protection.

An example; it can be difficult to investigate whether Organisations are complying with requirements for Data Processing (paper shredding) Cork while also completing the same for paper shredding Galway with almost 200 Kilometres in-between. The welcome news will certainly make an improvement in Ireland for Data Protection compliance and in turn protect our personal information.

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Whether it be confidential paper shredding Dublin or confidential paper shredding Limerick this announcement will help The Data Protection Commissioner to increase their employee numbers and enable them to fill in their new role with The General Data Protection Regulation from Europe.

Vice Chairman of the ISIA (SDD Division) said “This additional funding is a great step to further protecting European citizen’s personal data. With fines for a breach of legislation increasing up to €20 million it is a welcome announcement and Organisation now have the opportunity to comply.”

Shredding Companies Ireland will also have to make the leap to become compliant data processing firms, today there can be a number of high risk vendors in operation and education is the first step in protecting our data.

For any advice upon data protection and making your Organisation compliant please do not hesitate to contact one of our team through our website www.securityinshredding.com.

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Specialising in secure confidential document shredding services with a reputation for exceptional security, customer service. Delivering value for money and the utilisation of leading technology compliant to the highest security standards within the industry.

Protecting your online privacy – Top tips (Part 2 of 2)

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As mentioned in our previous article, information in paper form can be destroyed through an onsite paper shredding service Ireland or an in-house onsite paper shredding facility.

Reputable paper shredding companies with the required certifications can also provide offsite document shredding services where your paper data is released to be destroyed under contract. The key points here are that the vendors providing the offsite paper shredding service have the required certifications and you have agreed under contract for the data to be processed which is the actual paper shredding process.

When talking about releasing personal paper files for offsite paper shredding the majority of people will always be concerned with whom they are giving the data to however when the data is in digital form and communicated through the internet the same level of caution does not always be applied.

Our first five tips to protect yourself online were;

  1. Do not give your info away inadvertently
  2. Use cookie management software
  3. Have a specific email account
  4. Do not share with unknown people
  5. Study privacy policies

In this article we will list our final five tips on protecting yourself online.

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#1.          Be aware of potential monitoring at work

In many Countries employees have little to no privacy protection from their employers. With this in mind, when discussing sensitive topics in email be sure of whom you are communicating to. Keep private data on your home network at home.

#2.          Be aware of rewards & prizes offered by sites.

More than likely these kind of sites are gathering information for direct marketing purposes. In this scenario your name and address s sold for marketing purposes.

#3.          Be conscious of your home computer security

If you home computer is set up on a DSL line that runs 24 hours be sure to turn off your computer when not using it. Many PCs will have poor security levels and system hackers will search for vulnerable computers and can invade them and get into your files and personal details.

#4.          Use encryption

Good encryption will utilise security codes that are difficult crack and protect your data. There are easy to use mail and file encryption services available out there. Hopefully all devices will come with security encryption built into their servers, until then, be aware and be safe.

#5.          Never reply to spammers

These Spam messages also known as unsolicited bulk email need to receive a response to tell their system that this email is being used. If you end up opening one of these messages check to see if there is anything in your outgoing box in case there is a return receipt attached to the mail. If you are getting spammed there are a great deal of filters and anti-spam services available out there.

Awareness if key, receive some education and proceed with caution are the best tips to have. Technology is every advancing and with it you also need to evolve, increase your knowledge and you will be in a safer position.

For more information on online security or confidential paper shredding service Ireland please contact one of our team on info@securityinshredding.com.

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Specialising in secure confidential document shredding services with a reputation for exceptional security, customer service. Delivering value for money and the utilisation of leading technology compliant to the highest security standards within the industry.

Identity theft – stats, tips and how to protect your information

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Paper shredding in Ireland is a growing industry sector and for good reason. Approximately 7% of all adults within the US have their identities misused with substantial financial losses equating to approximately €3,000.

Close to 100 million additional people have their personal identifying information put at risk of identity theft each year when records from Government & Corporate databases are misplaced or stolen. It makes total sense to see secure, professional, and regulated destruction services being introduced and increased in Ireland. Services such as on site document shredding, clear out shredding, purge clear out services and off-site document shredding services are there for all Corporates and Governments to implement to protect your and my identity.

The level of sophistication used by organised crime to facilitate identity theft is ever increasing. Examples of such sophistication to name but a few are; tailored vishing scams, hacks of corporate and government databases to elaborate bots designed to hack your computer without leaving a trace.

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The more historic/basic methods of identity theft are still out there with high numbers of people being a victim of. Simply pick pocketing wallets, going through your waste bins for sensitive paper, following waste trucks to sift through the waste material for paper and social engineering to trick innocent people into releasing personal information still work and work well.

Within this article, I will highlight some of the straightforward ways you can have your identity stolen with the hope that I can help some potentially targeted people in protecting their identity. There are also some tips to protect yourself when possible.

How you can be a victim

  1. People going through a pharmacy waste bin, unfortunately not all pharmacies avail of offsite document shredding services and their bins can contain significant amounts of personal information.
  2. People hacking into GP records, health records from a doctor’s office contain vital personal information. Many identity thieves will try to hack medical facilities electronic health records.
  3. Never use your place of birth as your security question, it is easy to find out this information.
  4. RFID scanner, many credit and debit cards are enabled for contactless payments. Yes, this is convenient but if a thief can get close enough to you he/she can make a convenient withdrawal at your expense.
  5. Using camera phones, always be careful when you are in a situation where you need to show personal details and information, a camera phone could be watching you.
  6. Accepting strange friend request on social media, if you do not know who they are, our advice does not accept.
  7. Leaving bills in your mailbox for pickup, always deliver your bill personally
  8. Putting cheques in the mail, if required always place additional paper within the envelope so the data cannot be seen under lights.
  9. Never changing your passwords, you should always change your password at least once a year.
  10. Failing to consider once off credit cards, it is a good idea if you are not a regular online shopper.
  11. Leaving receipts behind, you should always take your receipts with you even if it only shows the last four digits of your account number.

For more tips to stay safe please contact one of our team at info@securityinshredding.com

Specialising in secure confidential document shredding services with a reputation for exceptional security, customer service. Delivering value for money and the utilisation of leading technology compliant to the highest security standards within the industry.

Mobile paper shredding providers Security in Shredding go through Brexit and what it means for Data Protection and Privacy.

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Uncertainty is ever present when dealing with Data Protection and since the Brexit referendum there is undoubtedly an increased level of uncertainty. Many questions are circling relating to how will this Brexit decision impact data processors and data controllers across key sectors of the UK and Irish economy.

For example, will paper shredding Dublin and the related legislations be the same as that in London, or will secure document shredding Galway be subject to separate legislation as that in Manchester. Similar issues arise when multinational Companies that for example, receive confidential shredding Limerick at their Limerick location and also receive confidential shredding Belfast in their Belfast location, will there be discrepancies in the requirements for each location to be compliant with Data Protection Legislation?

EU & The Single Market

Harmonisation of laws throughout Europe has been one of the main aspects of the EU. The current regulations for protecting personal data within both Ireland and The UK which include secure document shredding derive from EU Law. The Data Protection Commissioner in Ireland and the Information Commissioner in the UK released a statement saying that the on-going 1998 Act will remain law post Brexit.

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General Data Protection Regulation (Divergence of the Law?)

In May 2018 the General Data Protection Regulation will come into effect. Unlike its predecessor the Data Protection Directive, the GDPR will be a cross region regulation that will apply directly to all EU member states.

With The UK no longer being a member of The EU the GDPR will not apply to it. With this in mind there are many questions relating to the future path for UK data protection rules. In areas such as data transfers, subject access requests and data erasure whether it be paper shredding or Hard-Drive destruction.

If the UK wishes to remain a central location for IT & Finance then it will seem that they will have to comply with The GDPR, additionally if they wish to join the European Economic Area it will need to adopt the GDPR.

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What does it mean?

In plan terms, it is likely to remain business as usual for the next 12 – 19 months and the exit period is expected to take up to 2 years which ends a couple of months after the GDPR is implemented.

In many views, the Brexit outcome is beneficial to Ireland relating to Data Protection. The Republic will be the only English speaking nation with the benefits of being part of the EU free movements of services, people, goods workers and personal data.

This means that businesses can structure their operations so as to only be subject to one single data protection authority such as The DPC.

The content of is for information purposes only and does not constitute legal or other advice.

For more information please contact the Security in Shredding team.

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10 Tips for protecting sensitive data in your Organisation

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The two main reasons why Organisations need to protect their data through hiring shredding companies Ireland or establishing security protocols are;

Reputation & Legislation both of which effect the financials of any given Organisation.

All companies inclusive of Shredding companies Ireland need to have some best practices in place to protect their sensitive data.

Historically legislation has varied from region to region within the EU which meant for example; a company receiving confidential shredding limerick may not be subject to the same fines, penalties and procedures as an Organisation receiving confidential shredding Paris.

With the new General Data Protection Regulation coming into effect the legislation will be harmonised across Europe. In 2018-2019 Organisations who experience a data breach through failing to have off site document shredding services in place will receive fines that will be subject to the same criteria as another Organisation may be in another region within Europe.

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Below is a small list of;

Ten Top Tips for protecting sensitive data within your Organisation;

  1. Ensure that all passwords are encrypted in nature. Do not have passwords easy to remember and introduce an encrypted method for password production.
  2. Protect against new malware. Constantly update your software to protect your Companies sensitive information. New malware is being released all the time so you need to be up to date to be protected.
  3. Eliminate USB Key memory drives. When possible Organisations should have a USB ban as it could lead to data being lost from your Company.
  4. Education, knowledge is power. Organisations are advised to run education courses for staff with specific responsibility for Data Protection.
  5. Be ready for disaster. Create a plan of action to follow in the case of a data breach. Fast and effective procedures for disaster reaction can make a significant difference to legal ramifications & your corporate reputation.
  6. Have reward systems vs penalty systems in place for staff. In an event of a data breach the key thing to take away is “what have we learned from this?” vs how will I punish the given employee.
  7. Be lenient with employee internet rules;
    1. A lock down scenario is not advised as studies have shown that it increases the likelihood of staff working around these sanctions while also putting your Organisation’s information at risk. Speak with staff, find out what they want and plan the best method of granting it to them.
  8. Establish a remote wipe facility;
    1. Leaving and losing mobile devices containing sensitive data is a growing concern for Organisations today. It is advised that you should encrypt all data on these devices and have a remote wiping facility.
  9. All confidential Information needs to be Encrypted.
    1. Do not make it easy for people to get access to information.
  10. Inclusion of staff. Include staff in all data protection control implementation. Do not depend on general information streams to effectively communicate the new rules and procedures in place, make specific meetings with the specific departments to effectively communicate your message.

For further information upon how to protect your Organisation from Data loss please contact one of the Security in Shredding Team.

Email: info@securityinshredding.com

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Do’s and Don’ts on Social Media to protect your info

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Social media has grown where most people will operate across multiple social media platforms. While these such platforms have made us feel closer to friends and family that are far away it has not come without added risk.

Apart from secure document shredding Galway, secure document shredding Dublin and paper shredding Ireland, it is essential for all people using social media to be careful and diligent when using their platforms.

Online criminals can target these platform profiles to make use of our most private details, even details we may not class as “important” can be of high value to an online criminal. Simple “check in” details of our favourite restaurants can end up revealing more than was intended.

Next time before you tweet, click or share your next updates it is important to be sure that you are protecting your information.  Below is a brief list of Do’s and Don’ts that we believe will help you to ensure that your privacy is maintained.

DO’s…

  1. Create a strong and long password. We suggest that your passwrods should contain upper and lower case letters with numbers included also. Similar to paper shredding Ireland, a non-secure shred size will be reconstructed where a certified shredding service either a mobile paper shredding service or an offsite paper shredding service resulting in particle shred sizes cannot be reconstructed. Do not make it easy.
  2. Use a two factor login process for authentication purposes. We advise that the phone option where a time sensitive code will be sent to your phone to be entered when logging in on a new device.
  3. Keep all social apps updated, the latest versions will be up to date with all data protection risks at that current time.
  4. Edit your privacy settings on social media. Make sure your information is not being shared with strangers.
  5. Delete old apps from your devices fully. Make sure to go into the settings to fully remove the apps, removing from the screen may not delete all of your data.

Don’ts….

  1. Do not share location details, these include where you live, where you visit regularly and where you vacate to for holidays. This kind of information can put you at risk of identity theft and/or inform criminals of your whereabouts.
  2. Do not post mean and harmful posts online. It is good practice to post about other as you want them to post about you.
  3. Do not take cyberbullying lightly, it can be extremely damaging to your self-esteem and if allows to continue and grow will put your safety and privacy at risk.

For further information upon social media security and confidential paper shredding Ireland please get in touch with one of our team.

Email: info@securityinshredding.com

Specialising in secure confidential document shredding services with a reputation for exceptional security, customer service. Delivering value for money and the utilisation of leading technology compliant to the highest security standards within the industry.

Top tips; How to protect your IDENTITY from ID Theft.

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Secure document destruction Ireland and document shredding services Ireland provide a good level of security for your personal information however there are numerous ways that you can unintentionally provide access to your private information.

Not only does this apply to human citizens but even huge corporate entities have had their systems and processes hacked and private information leaked.  If full security teams within these large corporations have failed to protect against a data breach who is to say that your own personal computer is not at risk of being hacked and allow criminals access to your personal info?

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Easy tips;

  1. Do not provide personal info over the telephone

    1. Some crooks do pose as certain companies for example insurance firms and try to get you to release your PPS number. Never release this number over the phone.
  2. Failing to destroy old hard drives and computers

    1. Do not just throw them out or sell them to a company that offers you money for them. These re-sellers of IT equipment will not stand over protecting your data. It is important to always securely destroy hard-drives that you no longer use and remain secure. There are many hard-drive destruction services available to you.
  3. Protect your driver’s license

    1. All criminals need is to have a picture of your driver’s license, they do not need your physical license. At all times protect your driving license and be aware of who/where you are providing a copy of it to.
  4. Protect your children’s personal information.

    1. Through your child’s young years is essential to protect their information. As it can take years before finding out about this crime, criminals tend to try obtain a child’s identity. Never be too quick to provide your children’s personal details unless you are certain of what will happen to the data and when it will be destroyed through an industrial paper shredding service or another means of secure document destruction.
  5. Secure your mailbox

    1. Possibly one of the easiest methods for a criminal to obtain your personal information, simply robbing mail from your post box. Always make certain that your post-box is secure so deter thieves.
  6. Shredding paper Ireland

    1. Dumpster diving is not illegal and there is no law to stop people from going through your waste. In actual fact your recyclable waste is sorted during the recycling process. Sensitive information can easily be removed from your waste at any stage of the recycling process. For this reason, it is important to have a document shredding service within your business and when not working, make sure to shred all of your personal documents at home.
  7. Phishing emails

    1. These are attempts by scammers to trick you into giving out your personal information such as bank details, passwords and credit card details portraying to be someone else.

We will continue this list next week. For further information upon identity theft, data protection and secure data destruction please contact us through email and one of our helpful team will get back in touch with you.

Email: info@securityinshredding.com

 

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Ireland Businesses – Top Six threats to Data Privacy

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All Businesses in operation in Limerick, Cork, Dublin, Galway and across Ireland will be aware of Data Breaches and the risks associated with them. A data breach can come in the form of a paper breach when failing to implement confidential document destruction and a digital breach when failing to have appropriate security procedures in place. The knock on negativity that an Organisation faces affects client relationships in addition to damaging your Company image.

In many cases due to DATA PROTECTION LAW your Organisation may be legally responsible to your customers. In this article I will go through my top six threats to Data Privacy for Organisations.

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Top SixThreats;

  1. Lack of Data Protocols

In many data breach cases it is found that there was a failure of the Organisation to have even the most basic protocols in place to minimise the loss of customer and employee data. Examples have been; a failure to have confidential paper stored in a secure location when not in use and waste paper material being destroyed through an onsite document shredding facility.

  1. Restricted access to information

A regular mistake by Organisations today both Public and Private is to restrict access to confidential information for employees. A simple “need to know” procedure is a great step in achieving data security.

  1. Failing client expectations

Within many Organisations there seems to be a free for all information sharing tendency. However, in today’s competitive environment business clients and public clients to given Organisations expect to have their information maintained securely. Various staff members with varying staff functions are not required to know one another data details. A simple contract inclusion at employment stage would reduce and minimise this non-required cross function data sharing tendency.

  1. Extended information gathering & sharing

There is an increasing trend in information gathering through online forms and “opt out” functions. This information may be shared among Organisations with no accurate business case to justify such sharing.

  1. Increases in technology

This point covers a multitude of technologies but I will mention two different kinds;

  1. Confidential document shredding – reconstruction technologies
  2. Online digital data technologies that part individuals from their personal information for fraudulent use.
  1. Lack of awareness

There is a concerning level ignorance or lack of knowledge from a Data Controller perspective and general public perspective when dealing with sensitive data.

Data Controllers may lack a degree of awareness of their data protection obligations, such examples can be failing to complete a clear out shredding process at the end of each calendar year or failing to have a confidential document destruction process in place for daily generated materials.

For more information on data privacy Email us at info@securityinshredding.com 

The Data Protection Commissioner phone no: +353 57 868 4800

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