Compliance with EU GDPR

GDPR, or General Data Protection Regulation, is a set of European rules and standards related to privacy and data governance. It is for both European companies and any company doing business in Europe or with European customers. The regulation requires the active consent of customers and gives them new portability powers to control the transfer of their own information — and sets up significant penalties for non-compliance.

GDPR is in force. Compliance is not optional.

High penalties

The penalties for non-compliance are significant. Fines can be imposed up to 20m € or 4% of the total worldwide annual turnover of the preceding financial year, whichever is higher.

Explicit customer consent

Valid consent must be explicit for data collected and the purposes data is used for. In addition, you must be able to prove “consent” (opt-in) and consent may be withdrawn.

Compliance outside the EU

The old escape clauses for non-European companies no longer work. Non-European companies utilized “Safe Harbor” provisions to comply with the original data protection regulation, but this was overturned in 2015 by the European Court of Justice.

Personal data can be anything

Managing unstructured information and documents are key to compliance. The EC defines personal data as any information relating to an individual, whether private or professional. Name, address, photo, email address, bank details, posts on social networking websites, medical information, or IP addresses are all valid.

Paper documents count

GDPR applies to the processing of personal data wholly or partly by automated means. It also applies to the processing other than by automated means which form part of a filing system. In other words: paper documents.

Extended chains of liability

If personal identifiable information is being stored or handled by a cloud services provider or a document process outsourcer on your behalf, you retain responsibility for the data governance practices of your outsourcers.

How DocuWare helps meet GDPR compliance

There is no one single technology that meets all GDPR requirements. An organization must adopt a holistic information management strategy. Document management and workflow automation can play a key role.

DocuWare offers both a document management and a workflow automation system that helps you comply in all of your document-based processes.

Using DocuWare, your company gains the ability to:

Locate and access personal data stored in and processed with your documents
Export, correct and delete personal data (for example, deleting data helps comply with the new “right to be forgotten” article)
Ensure that personal data is protected and not processed further

Learn more about the DocuWare platform

Important cornerstones of GDPR and the DocuWare solutions that help you comply

Providers of document management solutions — such as DocuWare — help ensure compliance with GDPR. Email, contracts and other documents that contain personally identifiable information are considered personal data and must be archived, managed, protected and controlled. Discover how DocuWare helps. Download the free GDPR White Paper.

eBook: “Data Protection and Security – The EU GDPR is Just the Tip of the Iceberg”

Published by AIIM (Association for Information and Image Management), this helpful guide covers:

How has data protection and security changed over the years?
What is the GDPR? Who does it impact? What do these regulations mean for companies?
How should your organization respond and what role will machine learning play in solving problems?

In many ways the EU is leading the way toward a fundamental overhaul of privacy protection that brings it in line with the realities of digital commerce. Resistance may be both futile and counterproductive to the promotion and growth of digital commerce.

More detailed information

GDPR Text

Please find here the English version of GDPR with contents and a handy quick search.

Official GDPR Website

On the official website of the European Union, you can find the language versions for all EU member states available for download.

EU: Rules for Companies

The European Commission published an FAQ entitled Rules for business and organisations.