global data retention privacy policy

If you live in the United States and do any sort of business handling data from those within the European Union, you need to disclose which data you collect and for what purpose. The General Data Protection Regulation (GDPR) came into effect on May 25th 2018, and is considered the toughest security law in the world. Those who violate the law will receive harsh fines and penalties, even if they operate outside of the European Union, so long as they collect data from EU citizens.

If you have a website or other platform that EU residents may access, it is highly recommended to look over the entire regulation and have an attorney or other legal entity assist you in creating a policy. The fines for violating the policy can be extremely high– up to $20 million or 4% of global revenue, plus subjects whose data is affected may seek financial compensation for any damages incurred.

For examples of documents you may need to secure or go over with an IT or legal team, check out the descriptions below.

Primary Documents

Compliance Manager for GDPR ChecklistThe GDPR Auditor Checklist gives you a high-level overview of how well the organization complies with the GDPR provisions. The checklist details specific compliance items, their status, and helpful references. Use the checklist to quickly identify potential issues to be remediated in order to achieve compliance.
ISO 27001-2013 Auditor ChecklistThe ISO 27001 Auditor Checklist gives you a high-level overview of how well the organization complies with ISO 27001-2013. The checklist details specific compliance items, their status, and helpful references. Use the checklist to quickly identify potential issues to be remediated in order to achieve compliance.
EU GDPR Policies and ProceduresOne of the first requirements is to have a set of policies and procedures used to implement Personal Data security and compliance with GDPR. Some organizations don’t have a set of data protection policies – or at least one that conforms to GDPR provisions. The tool provides an “out of the box” version of policies and procedures for GDPR for use by those organizations.
ISO 27001 Policies and ProceduresGuidance suggests that compliance with ISO 27001 can be used as a means to demonstrate technical compliance with the information security aspects of GDPR. The tool provides an “out of the box” version of policies and procedures for ISO 27001 for use by your organisation. These work in tandem with our GDPR P&P.
Risk Treatment PlanBased on the findings in the GDPR Compliance Assessment, the organization must create a Risk Treatment Plan with tasks required to minimize, avoid, or respond to risks. Beyond gathering information, GDPR Manager provides a risk scoring matrix that an organization can use to prioritize risks and appropriately allocate money and resources and ensure that issues identified are issues solved. The Risk Treatment plan defines the strategies and tactics the organization will use to address its risks.
Data Protection Impact AssessmentThe Data Protection Impact Assessment (DPIA) is the foundation for the entire GDPR compliance and IT security program. The DPIA identifies what protections are in place and where there is a need for more. The Risk Analysis results in a list of items that must be remediated to ensure the security and confidentiality of Personal Data at rest and/or during its transmission.
GDPR Evidence of ComplianceCompiles compliance information from both automated scans, augmented data, and questionnaires. Gathers evidence into one document to back up the Auditor Checklists with real data.

Supporting Documents

External Port Use WorksheetThis worksheet allows you to document business justifications for all of the allowed external ports, the protocol configured to use a specific port, and the documentation of any insecure configurations implemented and in use for a given protocol.
User Access Review WorksheetThe User Access Worksheet is used to augment the user data that was collected during the internal network scan. Complete the worksheet to provide the additional information requested.
Asset Inventory WorksheetThe Asset Inventory Worksheet is used to augment the asset data that was collected during the internal network scan. Details include the asset owner, acceptable use, environment, backup agent status, as well as device and sensitive information classification. The Sensitive Information Classification is used to determine the risk to the organization in the event of a security incident where the asset’s information is compromised.
GDPR Compliance QuestionnaireThe GDPR Compliance Questionnaire will collect information about the network and environment that cannot be discovered through automated scans. This includes information about the Data Protection Officer, principles relating to processing of personal data, privacy policies, and third-party information processors.
ISO 27001 Compliance QuestionnaireGuidance suggests that compliance with ISO 27001 can be used as a means to demonstrate technical compliance with information security aspects of GDPR. This questionnaire will collect information required to demonstrate ISO 27001 compliance that cannot be discovered through automated scans.
Site Walk through ChecklistAssess the physical security and the workplace environment as it relates to information security. The worksheet will guide you through your assessment of the physical security. It is best done on-site as it requires identifying risk that may currently exist in the client’s environment outside the computer network itself.
Personal Data Scan System Selection WorksheetUnderstanding where you have Personal Data (PD) is an important component of GPDR compliance. The Personal Data Scan System Selection Worksheet allows you to specify which systems are scanned for PD during the assessment process. A comprehensive scan should be performed annually to help identify and document all potential locations for personal data as defined by GDPR.
Personal Data Validation WorksheetDuring the Personal Data (PD) scan performed by GDPR Manager, suspected PD may be detected in files stored on network and stand-alone computers. The Personal Data Validation Worksheet report presents a record of which computer files were verified by a participant in the GDPR assessment process as containing actual instances of PD.
External Vulnerability Scan Detail by IssueDetailed report showing security holes and warnings, informational items including CVSS scores as scanned from outside the target network. External vulnerabilities could allow a malicious attacker access to the internal network.

 GDPR Risk Update Assessment Reports

Data Protection Impact Assessment UpdateThe Data Protection Impact Assessment Update report lists IT Security risks identified during a Risk Update Assessment that impact the state of network security and GDPR compliance. The Data Project Impact Assessment Update identifies what protections are in place and where there is a need for more.
The Data Protection Impact Assessment Update report presents results in a list of items that must be remediated to ensure the security and confidentiality of Personal Data at rest and/or during its transmission.
Network Change Summary ReportEvery time you use GDPR Manager to run a GDPR Risk Update assessment on a given network, the GDPR Manager generates the Network Change Summary report.
This report compares the results of the last Full GDPR Assessment with the Risk Update Assessment’s network scan, local computer scan(s), and external vulnerability scan results performed during the Risk Update Assessment process.
This report details changes in the network’s User Accounts, Local Computer Accounts, Active Directory (A/D) Computers, Non-A/D Computers, Non-A/D Devices, External Vulnerabilities, along with a Windows computer Patch Summary.
Risk Treatment Plan UpdateBased on the findings in the GDPR Risk Update Assessment, the organization must create a GDPR Risk Treatment Plan with tasks required to minimize, avoid, or respond to identified risk to IT security and GDPR regulatory compliance.
The Risk Treatment Plan Update report contains a list of tasks that can be executed to mitigate identified IT Security risks and GDPR compliance lapses.
External Vulnerability Scan Detail by IssueDetailed report showing security holes and warnings, informational items including CVSS scores as scanned from outside the target network. External vulnerabilities could allow a malicious attacker access to the internal network.

If you need help understanding GDPR requirements or creating your own Global Privacy Policy, sign up for a consultation below:

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