Authorities were aware of the necessity to preserve data once it started to move digital. As a result, laws and guidelines on data privacy were developed to combat online risks. Many firms must abide by one or more data privacy rules.
HIPAA compliance is required of those working in the U.S. healthcare sector and their service providers. Anyone who collects payment card information must be concerned with PCI-DSS. A comprehensive data protection law is known as GDPR. Anyone who sells to EU citizens is affected.
Regulations governing national and international data privacy are merely the top of the iceberg. There are numerous state and local governments that have their own data privacy rules. These compliance standards must be known by organisations. But they also need to be aware of any changes to these regulations.
About 75% of the population will have their data protected by one or more privacy laws by the end of 2024.
Authorities frequently pass new data privacy laws. Four states, for instance, will implement new regulations in 2023. New data privacy laws will go into effect in Colorado, Utah, Connecticut, and Virginia.
Businesses need to be aware of their compliance obligations regarding data privacy. They risk suffering if not. Many regulations have severe repercussions for data breaches. And sanctions may be substantially higher if security was lax.
A sliding scale is used by the Health Insurance Portability and Accountability Act (HIPAA). Fines for violations range from $100 to $50,000 each record broken. The bigger the fine, the more careless the corporation is.
Does this seem alarming to you?
Don’t worry, we have some tips below for you. These can help you keep up with data privacy updates coming your way.
Table of Contents
Steps for Staying On Top of Data Privacy Compliance
1. Identify the Regulations You Need to Follow
Does your organization have a list of the different data privacy rules it falls under? There could be regulations for:
- Where you sell (e.g., if you sell to the EU)
- City or county
- Federal (e.g., for government contractors)
Identify all the various data privacy regulations that you may be subject to. This helps ensure you’re not caught off guard by one you didn’t know about.
2. Stay Aware of Data Privacy Regulation Updates
Avoid being caught off guard by a change in data privacy laws. By subscribing to updates on the relevant website, you can keep up with any changes. Find the compliance authority’s official webpage.
For instance, you can sign up for HIPAA updates at HIPAA.gov if you work in the healthcare industry. This needs to be done for each rule that applies to your company.
Updates ought to be distributed to several recipients. Usually, your security officer or an equivalent, as well as another accountable individual. This guarantees that they won’t be overlooked if someone goes on vacation.
3. Do an Annual Review of Your Data Security Standards
Technology is constantly changing throughout businesses. This doesn’t usually imply a significant organizational transformation. You might occasionally add a new PC or server to the mix.
Falling out of compliance could result from any modifications to your IT environment. A difficulty is when a new mobile device for an employee is added but is not adequately secured. A compliance issue might also result from a single new cloud tool that an employee chooses to utilize.
It’s crucial to assess your data security at least once a year. To ensure that you are still in compliance, compare that to your data privacy compliance requirements.
4. Audit Your Security Policies and Procedures
You should also examine your policies and processes at least once a year. These written instructions that outline expectations for staff. They also provide guidance on data privacy and how to respond to a breach.
Every year, review your security procedures. Additionally, anytime a data privacy regulation update occurs, audit them. You want to make sure that any new adjustments to your needs are taken into account.
5. Update Your Technical, Physical & Administrative Safeguards As Needed
When you receive a notification that a data privacy update is coming, plan ahead. It’s best to comply before the rule kicks in, if possible.
Look at three areas of your IT security:
- Technical safeguards – Systems, devices, software, etc.
- Administrative safeguards – Policies, manuals, training, etc.
- Physical safeguards – Doors, keypads, building security, etc.
6. Keep Employees Trained on Compliance and Data Privacy Policies
Any modifications to data privacy policies that affect employees should be made known to them. Add the information to your ongoing training as soon as you learn about a future update.
Conducting regular employee training in cybersecurity is a good practice. By doing so, they are kept aware of expectations and maintain their anti-breach skills.
Include any necessary revisions so they can be well-prepared.
Always keep a record of your training efforts. Recording the date, the personnel who were educated, and the subject is a good idea. By doing this, you will have this documentation in case you ever experience a breach.
Get Help Ensuring Your Systems Meet Compliance Needs
Data privacy compliance can be complex. But you don’t have to figure it all out yourself. Our team is well-versed in compliance needs.