Data protection

1. Understanding and documenting data processing

Data protection starts with an overview.

Companies need to know which personal data is processed in which systems for which purpose and who is responsible for it.

Without this transparency, every measure is blind. This is why processing, data categories, applications, storage locations, roles and service providers are recorded centrally and linked with each other.

This creates clarity about where data is located, who has access and what dependencies exist.

The aim is not documentation for documentation's sake, but controllability.

Advantages:

• Transparency instead of guesswork: All processing, systems and responsibilities are centrally documented and can be found at any time.
• Practical overview: You know which data is stored where, who has access and on what legal basis it is processed.
• Fast response times: queries from customers, employees or authorities can be answered clearly without having to play "firefighter" within the company.

2. Assess risks and implement suitable measures

Not all data processing is equally critical.
Data protection does not mean "securing everything to the maximum", but acting appropriately .

To this end, risks are systematically assessed:

• What impact would an error have on those affected?
• What damage could be caused to the company?
• Where is there a real need for action?

On this basis, measures are specifically derived, prioritized and implemented - not according to gut feeling, but according to risk.

This means that it is always clear why a measure exists, who is responsible for it and whether it works.

This makes data protection plannable, justifiable and controllable.

Advantages:

• Appropriate instead of random security measures: Decisions are based on real risks - not on gut feeling or marketing promises from tool providers.
• Verifiable effectiveness: Every measure has a purpose, a responsible party and a point at which it is checked to see if it works.
• Fewer costly mistakes: Vulnerabilities are identified before the incident - not afterwards when data has already been leaked.

3. Handle incidents and data protection requests professionally

An emergency decides whether data protection works or only exists on paper.

A data incident, an incorrect recipient, a system error or a request from a data subject is never planned, but always time-critical.

Without a clear process, chaos ensues: Who reacts? Who evaluates? Who reports? Who documents?

This is why incidents and requests are recorded, evaluated, processed and closed in a structured manner. Responsibilities, deadlines and decisions are clearly defined and documented in a comprehensible manner.

In this way, companies remain capable of acting, lose no time and retain control.

Advantages:

• Fast response time: Whether an incident or inquiry - there is a defined process, responsibilities and deadlines.
• Proven professionalism: Procedures and decisions are documented - this reduces the risk of sanctions and reputational damage.
• Fewer repeat errors: Every incident provides insights that are incorporated into better measures - real improvement instead of reactive firefighting.

1. Import of existing data processing & systems

Information on processing activities, tools, employee data, contracts, CRM systems or external service providers already exists in almost every company - but unfortunately it is completely scattered.
Excel spreadsheets, SharePoint folders, emails, onboarding processes, IT project knowledge - nobody really starts from scratch.

Instead of entering everything from scratch, existing data structures can be adopted, normalized and merged centrally.
The import maps personal data, systems, purposes, roles and responsibilities in an organized manner. The data is classified (e.g. personal data, special categories), responsible parties are assigned and dependencies between processing, system and operator are made visible.

This basis finally provides clarity about where personal data is processed, who has access and what risk arises.
On this basis, measures (Art. 32), DP contracts (Art. 28) and erasure concepts can be assigned without chaos.

Advantages

• No starting from scratch: existing information is transferred instead of having to record everything from scratch.
• Transparency: data flows, responsibilities and access areas become visible.
• Fewer errors: classification, purpose limitation and risk can be assigned directly.
• Auditability: changes are versioned and documented in a traceable manner.
• Future-proof: repeatable imports prevent data silos and duplicate maintenance.

3. Clean handling of data protection incidents & data subject requests

In practice, there are two areas in which data protection regularly causes problems: firstly, data protection incidents such as incorrect recipients, data loss, system errors or unauthorized access. Secondly, data subject requests such as access, erasure, rectification or data portability.

Both issues are time-critical and do not tolerate chaos. Without a clear structure, uncertainty and delays arise. Who reacts. What has been processed. Who is responsible. What needs to be reported.

Centralized incident management ensures that incidents are recorded, evaluated and processed in a structured manner. The incident is assigned to the affected processing activities, systems and responsible parties. Deadlines, measures and decisions are clearly documented.

The same applies to requests for information and deletion. Requests are recorded, checked, answered in accordance with data protection regulations and fully documented. Responsibilities are clearly defined. This ensures that the process remains controllable and traceable. There are no discussions about who is responsible or what to do next.

Advantages:

• Fast and structured processing of incidents and inquiries
• Clear responsibilities and defined processes
• Complete documentation of all decisions and measures
• Reduced risk thanks to correct classification and handling
• Improvements flow directly into processes and measures

4. Supplier and processor control

The majority of data protection risks do not arise in your own data center, but with external service providers. These include cloud providers, SaaS solutions, hosting partners, HR systems and marketing tools.

Without a clear overview, you quickly lose control. Who processes which data. Where is it stored. Who has access. Which agreements apply.

A central record provides a structured overview of all service providers, contracts, subcontractors and access rights. Responsibilities, processing purposes, data types, locations and dependencies are documented for each provider. The associated agreements and measures are also directly assigned.

This allows companies to retain control over which service provider processes which personal data, for what purpose and under what conditions.

Risks become visible and can be assessed. Critical providers can be prioritized and specifically checked.

Advantages:

• Central overview of all service providers and processors
• Clear assignment of contracts, responsibilities and data types
• Transparency of data flows and storage locations
• Better risk assessment through prioritization according to sensitivity
• Evidence available at any time without lengthy searches

5. Role concepts & controlling access

Data protection only works if there are clear rules on who can access what.

Problems always arise when too many people have too many rights. If everyone can see or change everything, control is no longer possible.

This is why roles, responsibilities and competencies are clearly defined. It is clearly defined who may create or change processing operations, who approves measures and who has access to sensitive information.

Employees only see the data and areas that they need for their tasks. Everything else remains hidden. This creates order instead of uncontrolled growth. Changes are traceable. Errors and escalations are reduced.

Advantages:

• Clear responsibilities without gray areas
• Precise control of rights per data type, system or process
• Protection of sensitive information through restricted access
• Complete traceability of changes
• Fewer errors and more efficient work in the teams