Achieving GDPR compliance for large companies

Introduction

The General Data Protection Regulation (GDPR) requires companies of all sizes to comply with strict standards when it comes to personal data. For a large company, successfully achieving GDPR compliance is crucial in order to protect its customers’ and employees’ data, avoid heavy penalties and preserve its reputation. How do you go about it in practical terms? Here’s a practical guide to accompany large companies towards effective RGPD compliance.

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GDPR compliance issues for large companies

In a large company, the volumes of personal data collected and processed are considerable. RGPD compliance isn’t just a legal obligation: it’s also a pledge of trust for customers, partners and employees. By complying with the RGPD, the company strengthens data protection, reduces the risk of sensitive information being leaked and improves its brand image. Conversely, non-compliance can result in fines of up to 4% of global sales, not to mention the damage to public trust. It is therefore essential to integrate compliance into corporate strategy.

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Key steps to successful GDPR compliance

1. Conduct an audit and map data

Start by making an inventory of all personal data processing within the company. Identify what data is collected, by whom, where it is stored and with whom it is shared. This initial mapping enables you to measure the impact of the GDPR on your activities and identify any risky practices.

2. Appoint a pilot (DPO) and establish governance

The RGPD recommends appointing a Data Protection Officer (DPO) or equivalent to steer compliance. This Data Protection Officer will be tasked with advising, monitoring best practices and interfacing with the authorities (such as the CNIL in France). At the same time, involve management and define clear data governance: monitoring committees, GDPR referents in each department, etc.

3. Implement internal policies and procedures

Draw up or update internal policies on data protection: confidentiality policies, data use charters, procedures for managing requests for rights (access, rectification, deletion) from data subjects, etc. Implement processes to integrate data protection right from the design stage of new projects (Privacy by Design principle) and to manage incidents (e.g. data breach notification procedure).

4. Guarantee data security

Security is a pillar of the RGPD. Make sure you protect personal data with appropriate technical and organizational measures. This includes encrypting sensitive data, controlling access to systems, up-to-date firewalls and antivirus software, as well as regular backups. Carry out risk analyses and, if necessary, Privacy Impact Assessments for the most sensitive processing operations. The aim is to minimize the risk of cyber-attack or data leakage.

5. Train and raise staff awareness

Good compliance starts with people. Organize regular training so that employees understand the principles of the GDPR and know how to handle personal data responsibly. Make them aware of good practices (e.g. not leaving confidential documents lying around, using strong passwords, etc.) and involve them in the data protection culture. Every employee must become a player in the day-to-day compliance process.

6. Document and update compliance

The RGPD requires you to be able to demonstrate compliance at all times. Keep an up-to-date register of personal data processing, keep documentation of all steps taken (policies, consents collected, proof of training, contracts with data protection clauses, etc.). This documentation will be useful in the event of an inspection by the authorities. Moreover, compliance is an ongoing process: plan regular internal audits and update your measures in line with regulatory or technological developments.

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Conclusion

Successfully achieving GDPR compliance in a large company requires cross-functional involvement throughout the organization, from the legal department to the IT department, via human resources. By following these key steps, your company puts all the chances on its side to protect the personal data it processes and comply with regulatory requirements. Far from being a constraint, this approach can become a competitive advantage, strengthening the trust of your customers and partners. Don’t forget that this is an ongoing effort: regulatory monitoring and the improvement of practices must continue over time.