As data went digital, protecting it became a top priority for authorities. This led to the creation of data privacy regulations to address cyber threats.
Today, many organizations have one or more data privacy policies they must meet, depending on their industry and location. For instance, the U.S. healthcare industry and their partners need to comply with HIPAA, while those handling payment card data must adhere to PCI-DSS.
GDPR is a data protection regulation that affects those selling to EU citizens. However, this is just the beginning. Industry and international data privacy regulations are constantly evolving, and many state and local jurisdictions have their own rules. To stay compliant, organizations must be aware of these requirements and keep up with any updates.
One or more privacy regulations will protect approximately 75% of the population’s data by the end of 2024.
Data privacy regulations are constantly evolving, with authorities enacting new rules all the time. In 2023, Colorado, Utah, Connecticut, and Virginia will begin enforcing new data privacy statutes.
To avoid suffering the consequences, businesses must stay on top of their compliance requirements. Many standards come with stiff penalties for data breaches, and fines can be even higher if security was lacking. For instance, HIPAA uses a sliding scale to determine fines, which can range from $100 to $50,000 per breached record depending on the level of negligence.
If this sounds scary, don’t worry. We have some tips to help you keep up with data privacy updates and requirements.
Steps for Staying On Top of Data Privacy Compliance
1. Identify the Regulations You Need to Follow
It’s important to identify all the data privacy regulations that your organisation may be subject to, including regulations based on your industry, location of sales, statewide, city or county, and federal requirements for government contractors.
By keeping a list of all applicable regulations, you can avoid being caught off guard by any new requirements and ensure that your organisation is fully compliant. Stay proactive and prepared with a comprehensive understanding of all the data privacy regulations that apply to your business.
2. Stay Aware of Data Privacy Regulation Updates
Don’t get blindsided by a data privacy rule change. You can stay on top of any changes by signing up for updates on the appropriate website. Look for the official website for the compliance authority.
For example, if you are in the healthcare field you can sign up for HIPAA updates at HIPAA.gov. You should do this for each of the regulations your business falls under.
You should have updates sent to more than one person. Typically, your Security Officer or equal, and another responsible party. This ensures they don’t get missed if someone is on vacation.
3. Do an Annual Review of Your Data Security Standards
Companies are always evolving their technology. This doesn’t always mean a big enterprise transition. Sometimes you may add a new server or a new computer to the mix.
Any changes to your IT environment can mean falling out of compliance. A new employee mobile device added, but not properly protected is a problem. One new cloud tool an employee decides to use can also cause a compliance issue.
It’s important to do at least an annual review of your data security. Match that with your data privacy compliance requirements to make sure you’re still good.
4. Audit Your Security Policies and Procedures
It’s important to conduct an annual audit of your organisation’s policies and procedures to ensure they align with data privacy regulations and provide clear guidance to employees on how to handle a breach. It’s also recommended to audit your security policies whenever there is an update to data privacy regulations.
This will ensure that any new changes are incorporated into your policies, and you remain compliant with the latest requirements. Keep your organisation’s policies and procedures up-to-date to ensure the best protection for sensitive information.
5. Update Your Technical, Physical & Administrative Safeguards As Needed
When notified of an upcoming data privacy update, it’s essential to plan ahead and aim to comply before the rule takes effect, if possible.
To achieve compliance, organizations should consider implementing technical safeguards such as secure systems, devices, and software, administrative safeguards such as policies, manuals, and training, and physical safeguards such as doors, keypads, and building security.
Stay ahead of the game and prioritise data privacy to ensure the protection of sensitive information.
6. Keep Employees Trained on Compliance and Data Privacy Policies
It’s crucial for employees to stay informed about changes to data privacy policies that affect them. When you receive news of an upcoming update, make sure to incorporate it into your ongoing cybersecurity training.
Regular training ensures that your staff’s anti-breach skills stay sharp and reminds them of what’s expected. Be sure to include any updates that employees need to know about so they can be prepared.
Additionally, it’s essential to log all training activities, including the date, employees trained, and the topic covered. This documentation will come in handy if you suffer a breach in the future.
Get Help Ensuring Your Systems Meet Compliance Needs
Navigating data privacy compliance can be challenging, but you don’t have to tackle it alone. Our team is highly knowledgeable in compliance requirements and can help simplify the process for you. Give us a call today to schedule a chat and get started