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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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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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.

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; Why use a clean desk policy? (Onsite paper destruction)

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Why? (Clean Desk Policy & Document Shredding)

This is simple, if you do not have a clean desk policy and complete either onsite paper destruction or use an offsite paper shredding service you are increasing the amount of risk that your Organisation is subject to.

New Regulation (Encourage Onsite Paper Destruction)

With the introduction of The New General Data Protection Regulation this year, Organisations failing to appropriately manage their waste paper data and go on to experience a data breach can be subject to fines of up to 20 Million Euro in 2018.

With that said, the importance for Organisations to have appropriate procedures in place for waste document destruction has become a leading factor for senior management today. Examples of such systems would be an Offsite document shredding service, an offsite document destruction service, an onsite document destruction service or in-house paper shredding Ireland.

Security in Shredding Confidential Paper Shredding

A Clean Desk Policy helps protect your Organisation, your clients and your reputation amongst the general public. Within all Organisations there is data the is “Sensitive in Nature” and most business activities require confidentiality. With everyone in the office having contact with certain information it is essential for them to protect that data from unauthorized access. Your Clean Desk Policy will help reduce the risk of information leaking from your Organisation and increase the overall data security making sure all unneeded information enters your offsite paper shredding service Ireland.

In addition to overall security through ensuring all waste paper is destroyed through your offsite document shredding service, studies have shown that when employees are in a clean work environment their work efficiency increases. This productivity increase will translate to your customers increasing their peace of mind and in turn potnetially increasing your client numbers.

When a client is aware of your procedures they will increase their trust in your Organisation as they know that no data will be left unattended and all data no longer required will be securely destroyed through your off site paper shredding service Ireland.

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This is the third and final part of our three-part blog on constructing and implementing your clean desk policy. For more information upon Clean Desk Policies please contact one of our team at Security in Shredding, we are happy to be of help with this serious topic of Data Protection.

Contact 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; Implementing a clean desk policy (Secure document destruction Ireland)

During the implementation process it is important to have a clear confidential document shredding policy in place whether it is an onsite paper destruction system, a mobile paper shredding system, an off site shredding service or in-house shredding service the options are there to ensure compliance with Data Protection Legislation.

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Our advice!

  1. Your Clean Desk Policy must be put in writing

It is a good idea to clearly communicate the policy to all staff who are responsible for managing their confidential document shredding and management of their documents. We advise that you inform employees in writing as to how to follow your policy in addition to informing them why it is important to your Organisation. As Organisations deal with varying levels of sensitive information it is important to inform them as to the consequences if any member fails to comply with the policy and manage their onsite paper destruction effectively and securely.

  1. Provide secure storage

    (Data awaiting destruction through your mobile paper shredding service)

If you communicate your clean desk policy to all employees, you are on the right track for effective confidential document destruction management. One important factor to consider is the provision of secure storage containers. You cannot have a successful policy in place if your staff do not have anywhere available to them to store their sensitive documents that await the secure document destruction process. This point directly covered in the Data Protection Legislation in order to keep data safe and secure.

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  1. Encourage electronic data Vs paper data usage

When staff are encouraged to use electronic copies vs printing hard paper copies of information while working, your Organisation will benefit. You will reduce your requirement for confidential document shredding within your office, reducing your business costs, helping the environment while also increasing overall data security.

  1. Routinely complete full data back-ups.

This point is important for all business not only to maintain a Clean Desk Policy. However, when encouraging staff to complete their duties through electronic data forms to reduce the mobile paper shredding burden, it is essential to have an effective data backup system in place.

  1. Finally, begin your communication from The Top!!

This Clean Desk Policy has to be complied with and understood to be serious. If senior management do not follow the policy and continue to have paper pilling up and not routinely destroying their documents through the onsite paper shredding service, why would any other employees?

So make sure to get full agreement from all senior management to ensure a successful policy implementation.

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This is part two of a three-part blog providing information upon constructing, implementing and justifying your Clean Desk Policy. For any further information upon the Clean Desk Policy please contact one of our helpful team to go through the details and answer any possible queries you may have.

Contact: 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.