Data Protection Policy: 9 vital things and 3 Best Practices

We have different types of policies like customer data protection policy, visitor policy, and refund policy.

Data Protection Policy

  1. A data protection policy (DPP) is a security policy dedicated to standardizing the use, monitoring, and management of data. The main goal of this policy is to protect and secure all data consumed, managed, and stored by the organization. It is not required by law but is commonly used to help organizations comply with data protection standards and regulations.
  2. Customers’ data is as secure as they have it on their own. We are not authorized to use/share that data in any shape/form OR not use it for any display on social media/website. We ensure that data will not be used on any platform to gain the benefit or loss of customers.
  3. Data protection policies should cover all data stored by the core infrastructure of the organization, including on-premise storage equipment, offsite locations, and cloud services. It should help the organization ensure the security and integrity of all data—both data-at-rest and data-in-transit.
  4. Data protection policies can demonstrate the organization’s commitment to ensuring the protection and privacy of consumer data. If the organization is subject to compliance audits or experiences a data breach, the data protection policy can be presented as evidence demonstrating the organization’s commitment to data protection principles.
  5. A data protection policy should cover the following aspects:
  6. The scope of required data protection
  7. Data protection techniques and policies applied by relevant parties such as individuals, departments, devices, and IT environments
  8. Any applicable legal or compliance requirements for data protection
  9. The roles and responsibilities related to data protection, including data custodians and roles specifically responsible for data protection activities.

 

What’s the Difference Between a Data Protection Policy and a Privacy Policy?

A privacy policy is a document that explains to customers how the organization collects and processes their data. It is made available to the public by organizations required to comply with privacy regulations.

A data protection policy is an internal document created for the purpose of establishing data protection policies within the organization. It is made available to company employees, as well as third parties, responsible for handling or processing sensitive data.

9 Key Elements to Include in Your Data Protection Policy

Your data protection policy must include at least the following elements:

  1. Introduction and scope—the DPP should begin with an explanation of its purpose and how to use it. This allows employees to appreciate the importance of the document and why they need to familiarize themselves with its principles. This section should also lay out the scope of the DPP, including the types of data it applies to and the persons responsible for it.
  2. Definitions—This section defines the various terms used in the document to avoid any misunderstandings among the members of your organization.
  3. GDPR principles—explain the expectations of the General Data Protection Regulation (GDPR). This is essential to ensure staff understand their obligations and comply with data protection standards.
  4. Lawful processing of data—according to the GDPR, data processing is lawful based on six legal justifications. Depending on the legal category of the data, it must be processed differently.
  5. Roles and responsibilities—employees are assigned various data protection roles and responsibilities, and it is important that each employee understands their accountability. If you have multiple teams or individuals that handle personal data, it is important to outline the authority structure of your organization regarding data protection.
  6. Data breach notification procedures—notification is an essential aspect of a DPP. Everyone in your organization must know how to act in the event of a data breach. Your handling of a data breach could be subject to legal scrutiny.
  7. Rights of data subjects—this is a list of consumer rights that remind staff of their obligations. Consumer data can only be retained for the time it takes to provide a necessary service.
  8. Security and record-keeping—your DPP should mention your organization’s security measures, data retention procedures, and data records.
  9. Contact information—staff should know who to contact to raise concerns or ask questions about data protection (perhaps a Data Protection Officer). Make sure you provide the relevant contact details.

    Implementing a Data Protection Policy

    A data protection policy should not remain a theoretical document. Rather, it should be implemented as part of the overall policies and governance of the organization and treated in the same manner.

    Here are several practices to consider when implementing your data protection policies:

    • Add it to the staff handbook—introduce the policy to your staff. Make sure they read it and understand they are required to adhere to the policy.
    • Provide a summarized version—if the policy is long, provide your staff with a summary that covers the main aspects and practices they are required to follow.
    • Offer training and supervision—when first implementing the policy, provide your staff with the training needed to effectively practice organizational data protection standards. Make sure training is provided according to individual roles and work practices.
    • Inform relevant third parties—if your organization requires external contractors and partners to comply with the data protection policy, they should be provided with a copy. Additionally, you should make sure to add relevant contract clauses.

3 Best Practices for Building Your Data Protection Policy

The following best practices can help you build a successful data protection policy.

Understand the GDPR

Make sure you know what the General Data Protection Regulation is about and keep up to date with new policies.

Take Inventory of Sensitive Data

In collaboration with IT, create a comprehensive inventory cataloging of the storage locations of sensitive company data (in both on-premise and cloud-based applications).

Establish Guidelines for Your Data Privacy Protection Policy

Outline the principles of your DPP and provide guidelines that clarify your organization’s data privacy posture. Consult stakeholders and experts to understand the needs of your organization and assess your ability to maintain the privacy and confidentiality of data on every system.

Return/Refund Policy

A refund policy, also known as a return policy, is a document that informs your customers about how your company deals with refunds or returns of the products you’re selling. A company’s policy on refunds or returns is completely discretional, meaning there is no legal obligation to offer refunds or returns

We have a refund policy as well. If you are not satisfied/agree with our services OR you may not able to continue with us due to any reason, you can use the Get In Touch form to contact us. Our representative will contact you within 24hrs and after collecting the necessary data we will return your amount 100% as early as possible.

Visitor Policy

Who we are

The page that you are reading currently is on our website.

What personal data do we collect and why do we collect it

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address, and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

Privacy Policy

Who we share your data with

If you request a password reset, your IP address will be included in the reset email.

How long do we retain your data?

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profiles. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights do you have over your data?

If you have an account on this site or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Your contact information

Additional information

How we protect your data

What data breach procedures do we have in place

What third parties do we receive data from

What automated decision-making and/or profiling do we do with user data

Industry regulatory disclosure requirements