The European Union’s (EU) General Data Protection Regulation (GDPR) is causing a seismic shift in the digital information space, and, whether your company has a presence in Europe or not, the sweeping regulation likely applies. As a director in the era of bet-the-farm digital transformation, familiarity with the basics of GDPR is a must. To that end, Michael Walter and Joel Wuesthoff, experts from Protiviti and Robert Half Legal, respectively, recently presented the ins and outs of the regulation at an NACD Atlanta Chapter program.
Does GDPR even apply to my company?
Effective May 25, 2018, it probably does. The regulation is borderless and applies to all organizations—regardless of size and regardless of whether they have a physical European location—that collect and process personal data of data subjects in the EU. An EU data subject is anyone from whom personal data is collected while in the EU (i.e. data subject is not limited to someone with EU “citizenship”). For example, a skier from Colorado who buys a snowboard online while in the EU may subject the product seller to the GDPR. The rules apply to both data controllers and data processors. The range of information that is protected is quite broad, ranging from vehicle identification numbers to photos to employment information to IP addresses.
If GDPR applies, what’s the big deal?
In the U.S., personal information is often collected as a matter of course, with only an “opt out” offered to consumers. By contrast, GDPR requires that in order to collect information from EU data subjects, an affirmative “opt in” consent must be obtained that clearly specifies how the data will be used. Privacy policies must match. Then, once information is obtained, the EU data subject has the right to request that his or her data be deleted; that is, to invoke the right “to be forgotten.” Incorrect information must be corrected upon request. These rights may seem simple enough, but when data is held in multiple locations, developing a process to handle such requests may be quite difficult.
The burdens of GDPR cannot be outsourced, as companies have joint and several liability with third-party vendors. Due diligence requirements for vendors therefore will be heightened, and all in scope data processors will need to be GDPR compliant.
What if my company has a data breach or fails to comply?
In the event of a data breach involving an EU subject, the breached company has 72 hours to notify regulators and must notify EU data subjects without undue delay under certain conditions.
Fines for failure to comply with GDPR can be up to 20M Euros or four percent of an organization’s annual global turnover, whichever is higher. Further, data subjects can claim compensation for damages from breaches of their personal data.
GDPR won’t be enforced right away, will it?
The expectation is that GDPR likely will be enforced right away against global organizations that collect large volumes of personal data. However, beware. EU countries continue to hire people for enforcement of the GDPR. Also, since individuals have a right of action, it is unclear whether GDPR will be used as a manner of protest against companies that are unpopular with EU data subjects.
What should I be asking management?
The path to compliance with GDPR will require a multi-functional task force, including information technology, legal, human resources, privacy, and other functions. Directors may consider asking about the key phases of compliance:
Discovery and inventory: Have we identified high risk areas to ensure a focused approach?
Gap analysis: Have we determined exposure and prioritized compliance activities?
Compliance remediation: Are we implementing changes to achieve compliance?
Ongoing compliance: Are we prepared to provide evidence of accountability and compliance?
Boards may also want to discuss the appointment of—and ramifications of having—a data protection officer (DPO), required under GDPR for companies processing large scale data; however, bear in mind that the DPO is a unique intermediary between the regulators, the organization and the data subjects who is required to be an independent actor within the organization reporting up to the highest levels of the organization. Care must be taken prior to appointing a DPO as significant obligations attach once this decision is made.
In short, GDPR’s long reach and substantial requirements merit fulsome discussions in the boardroom, even of U.S. companies. Is your company ready?
Looking to learn more about how your board will be impacted by GDPR? Stay tuned. NACD will release an FAQ brief in May. You can also learn more from Protiviti by visiting protiviti.com/gdpr.
Kimberly Simpson is an NACD regional director, providing strategic support to NACD chapters in the Capital Area, Atlanta, Florida, the Carolinas, North Texas and the Research Triangle. Simpson, a former general counsel, was a U.S. Marshall Memorial Fellow to Europe in 2005.
On May 25, 2018, a major new piece of data protection regulation will come into effect across the European Union (EU), and with it comes the potential for hefty fines or penalties for your organization. Even if you do not directly operate in the EU, chances are that the General Data Protection Regulation (GDPR) still pertains to your company.
The regulation covers any entity that processes the personal data of EU citizens (referred to as “data subjects”), even if the organization does not provide goods or services to EU citizens and only handles or processes their data. Unless you are categorically sure that your organization does not and will not process EU citizens’ personal data, compliance is not optional.
The fine for an infringement can be €20 million (approximately $23 million at today’s exchange rate), or 4 percent of your worldwide annual turnover, depending on which is the higher amount. It is essential for directors to pay attention to the data and information security practices in place to ensure that the organization is prepared and compliant.
The Policy Details of GDPR
The GDPR was written to ensure that organizations:
protect the personal data of ‘EU Natural Persons’ (i.e. living people);
are transparent, fair, and lawful about the processing of personal data;
only request and process necessary personal data;
do not share data with third parties or countries unless the correct legal agreements and processes are implemented; and
gain consent from data subjects to process their data.
Personal data is defined in the policy as “any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.”
There are six principles that apply to the processing of personal data. According to the policy, personal data shall be:
processed lawfully, fairly, and in a transparent manner;
collected for specified, explicit, and legitimate purposes;
adequate, relevant, and limited to what is necessary;
accurate and, where necessary, kept up to date;
kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; and
processed in a manner that ensures appropriate security of the personal data.
Data subjects are provided with a set of legal rights under GDPR, including the right:
Each EU member state has a designated supervisory authority. These regulatory bodies are responsible for monitoring the application of GDPR, and have the power to audit organizations and determine relevant warnings, reprimands, and fines for violations of the organization. When breaches of personal data occur, companies will be subject to a high level of scrutiny, and will have only a 72-hour window to report on the breach. A personal data breach is described as “a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, personal data transmitted, stored or otherwise processed.”
There is a requirement for some organizations to appoint a data protection officer (DPO), whose responsibility it is to advise and inform on GDPR and to monitor compliance within the organization. The DPO acts as the main contact for both data subjects and the supervisory authority, must report to the highest level of management within the organization, and cannot perform any tasks or duties which result in a conflict of interest.
You need to ensure your organization has fully investigated the nuances of the requirements to ascertain whether you need to appoint such a role or prepare to meet other personnel or technical demands.
Where do we start?
Your organization first needs to define the team that will drive GDPR compliance and management. Within the C-suite this should include the chief information officer and the chief information security officer, in addition to representatives from legal counsel, human resources, risk and compliance, and privacy. Determine if you need to appoint a DPO. Once your team is assembled, assess your current state, so that you can plan next steps accordingly. This team should present results at least to your board’s audit committee, if not the full board, given the financial and reputational risks involved.
Understand your personal data retention
You should ask your GDPR team the following questions to determine what categories of personal data your organization is dealing with:
To whom does data you collect and retain pertain?
Is it necessary to collect and keep this data?
If so, how long do you need to keep it?
Do you have permission from the data subject to process the data?
How is consent obtained from data subjects for each method of personal data collection?
Encourage your team to follow others’ personal data on its journey through and beyond the organization. Doing so will help the GDPR team understand how the data is collected, stored, transmitted, accessed, and secured, and understand where and how it is passed on to any third parties.
Review how your organization collects consent from individuals to process their personal data
EU citizens must be able to give and rescind consent for their personal data to be processed. Consent means any “freely given, specific, informed, and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.”
In a contractual situation, the provision of a service may require personal data to be processed in order for the service to function correctly. In this case, this has to be made clear to the data subject when they register for the service.
Identify partner and supplier risk
Review third party legal agreements to ensure the EU citizen’s personal data provided to a third party is handled in a compliant manner. Otherwise, your organization will be held accountable for vendors’ data breaches or a data loss scenario. If you process personal data on behalf of another organization, you will need to demonstrate your compliance with GDPR, and ensure your legal agreements reflect this accordingly.
Ensure your cybersecurity programs are up to par
Your security posture and processes impact the journey and security of personal data, and should be assessed accordingly. GDPR Article 32 stipulates that you must ensure a level of security appropriate to the risk involved with the data. This might require adjustments to your security program, especially if you have weighted your security setup to focus primarily on prevention and are lighter in the areas of detection and correction. Visibility across your ecosystem is vital for determining risk. Knowing your weak points will help you understand where to bolster your security, and testing out your processes will determine whether they are fit for purpose.
Get regular updates on progress and status
As individual reviews are completed, have each leader report back to the core and leadership teams with a set of prioritized actions and milestones. Set up a frequent cycle of reporting to understand the progress of your GDPR compliance status. The spring of 2018 is clearly too late to be finding problems.
If your organization employs, partners with, or serves people who are citizens of the European Union, you are subject to GDPR. Given the detailed stipulations of the regulation, along with the threatening risk of steep fines, it’s not something you can get away with ignoring or procrastinating. As a board member, you’ll want to ensure the organizations you serve are prepared to meet the challenge and reduce the risk.
Corey E. Thomas is president and CEO of Rapid7. He is director of Blue Cross Blue Shield of Massachusetts and the Greater Boston Chamber of Commerce.
It has become clear that Britain’s vote to leave the European Union (EU) is a major disruption to global business plans, and its consequences clearly rise to the board level. Ongoing political chaos in the United Kingdom (UK) is having seismic economic effects and has already amplified downside political risks across Europe.
“Wait and see” is a dangerous response to a highly uncertain situation. Proactive board leaders can undertake several immediate initiatives that will minimize the damage to 2016 results in Europe and improve the resiliency of your company’s plans for 2017 and beyond.
What we know today: The UK’s economy will contract next year. Frontier Strategy Group’s (FSG) Europe, the Middle East, and Africa (EMEA) Team forecasts a sharp slowdown in UK growth in the second half of 2016, deepening into a recession of -0.5 percent in 2017. Regardless of the pace and the aim of its exit negotiations with the EU, deep splits within the UK’s major political parties and energized independence movements in Scotland and Northern Ireland guarantee governmental dysfunction and depressed sentiment among consumers and businesses.
Beyond the UK, certain economies are especially vulnerable. Ireland, Norway, and the Netherlands will be hurt quickly as UK demand shrinks. Around the world, UK and European economic woes are likely to hit Poland, South Africa, Algeria, Azerbaijan, Bangladesh, and Costa Rica especially hard in their respective regions.
What we won’t know anytime soon: As of yet, it is impossible to predict (1) whether the European Union will change fundamentally or lose additional members, (2) the political and economic effects of energized populist parties in many European countries, (3) the downside risk to the UK from regional separatism, or (4) the new destinations for foreign investment that may leave the UK. Scenarios and contingency plans are essential tools to manage risk and identify targeted opportunities in this environment.
Bolster Commercial Execution in the Second Half of 2016
Boards should expect to receive a rapid-response sales strategy review from UK executives and risk assessments for Europe overall. Is management being sufficiently proactive in managing new risks?
Prioritize risks to 2016 sales targets—In the UK, business investment is most likely to see near-term declines as companies worried about growth move to limit expenditures (hiring is sharply down in London), while consumer sentiment will be dragged down by housing-price shocks. Sterling and euro depreciation will hit specific customer segments hard. Expect management to proactively engage customers about changes to their expected spending, and redeploy sales and marketing resources to the least vulnerable territories.
Target contingency plans on talent and finance—Uncertainty about visa requirements for Europeans in the UK (and for non-UK citizens generally) is a serious engagement and retention risk. Currency effects are wiping out margins for some UK subsidiaries and should force a near-term rethink of hedging and payment terms. Expect management to document contingency plans with signposts and priority actions by function, especially for finance and human resources (HR).
Track leading indicators of changes in demand—Volatility in currency markets and commodities markets will have global ripple effects on business and consumer sentiment, and on government finances—especially in emerging markets. Ask if European management teams are adjusting their dashboards and monthly/quarterly agendas accordingly.
Stress-Test Strategic Plans for 2017 and Beyond
The next planning cycle will be more demanding than usual. Updating forecast data is a small part of the needed response. So much will remain uncertain that plans for Europe (and for markets with links to Europe) should be stress-tested for resiliency against downside scenarios. Contingency plans should be put in place for big bets.
Use scenarios to model UK and EU demand—FSG’s benchmarking found that simple scenarios are key to organizational alignment and resilience; the companies that do this best grow market share 2.1 times faster than their competition in volatile markets. My pre-Brexit vote NACD post highlights a range of risks worthy of incorporating into scenario plans.
Evaluate risk exposure in European operations and the supply chain—Profitability and pricing power for imported products will diminish if barriers to trade with the UK increase and European currencies weaken further. Scenario analysis can help evaluate potentially improved returns from localized production and supply-chain structure.
Rethink Europe/EMEA hub locations—Potential changes that affect HR, legal, regulatory, and finance teams may tip the scales in favor of revisiting the UK as a hub for EMEA, Europe, or Western Europe leadership and operations. Balance financial and political/reputational considerations along with change-management costs. Retention of European nationals currently based in the UK is becoming a factor as well.
Reassess global market-portfolio prioritization—Long-term investment plans for Europe must be rebalanced given the likelihood of a UK recession in 2017 and ripple effects varying among other European countries. Moreover, investment cases for Europe are likely to face sharply skeptical review even as EMEA leaders strive to make up the gap that UK underperformance will create. At the global level, Asia-Pacific and Latin America leaders have an opportunity to put forward more aggressive plans for 2017 and beyond. India in particular is a substantial market that remains under-penetrated by foreign companies; higher-risk big bets there may be more warmly received when Europe looks so uncertain.
When uncertainty is high, boards have a valuable role in helping management bring focus to the most important decisions rather than falling victim to firefighting and analysis paralysis. Companies that set a proactive agenda now for a mid-year course correction and forward planning will be well positioned despite market volatility in the year ahead.
Joel Whitaker is Senior Vice President of Global Research at Frontier Strategy Group (FSG), an information and advisory services firm supporting senior executives in emerging markets.
For more on the Brexit fallout and what it means for your board, join us for: