GDPR Compliance: Providing Information to Individuals

Importance of Providing Information

Every individual has the right to understand how their personal data is processed and who has access to it. To comply with GDPR regulations, data controllers must furnish individuals with details about their data processing activities.

Direct Collection of Data

When collecting data directly from an individual:

• Inform at Time of Collection: Explain the data processing intentions at the point of collection.
• Methods of Notification: Provide privacy policy information through email links, attachments, or hard copies via post.

Indirect Collection of Data

If data is collected from another source:

• Timely Disclosure: Provide privacy policy information either at the first instance of data usage or within one month of obtaining the data.
• Prior to Disclosure: Ensure information is given to the individual before sharing the data with any other recipient.

Components of Privacy Policy

Your privacy policy should contain:

• Organisation Details: Name, contact information, and representative's details.
• Data Protection Officer: Contact details if appointed.
• Data Processing Information: Reasons for processing, lawful basis, and legitimate interests (if applicable).
• Information Sharing: Recipients and categories of shared data.
• International Transfers: Details of transfers to third countries.
• Data Retention: Duration of data retention.
• Individual Rights: Information about rights regarding data processing.
• Withdrawal of Consent: Procedure for withdrawing consent, particularly relevant for marketing purposes.
• Complaint Process: How individuals can lodge complaints with supervisory authorities.
• Automated Decision-making: Existence and details of any automated decision-making or profiling.

If data is collected from a third party, details of the source should be provided.

Ensuring Accessibility

Make individuals aware of your privacy policy by:

• Placement: Include the policy on your website.
• Active Notification: Actively inform individuals and provide easy access to the policy.