With Covid19, large numbers of employees are working remotely, not going into the office, and are rapidly adopting technologies that they hadn’t used before in order to be able to continue to service their customers.
We at GDPRsimple have always worked remotely because for part of the year I live in a different state than my co-founder. This is how we know that there are several key steps that you need to do immediately to protect your business from regulatory criticism:
- Make a list of the new technological solutions – known as third party service providers – that you and your entire team are using. Ideally, steps 2-4 would have been done before you started using these technologies. However, these recommendations recognize that the exigencies of getting your business up and running remotely on short notice may not have allowed for such an orderly process.
Many organizations now are using far more technologies than they previously used. As a result of working remotely, many workforces now need to frequently use video and screensharing. Examples of these technologies are Zoom, Slack and Crowdcast. Depending on how you use them, each of these technologies may collect information about you, your employees, and any information you may share about your users and customers.
- Now take that list and bucket it into two groups. (There are more groups beyond this such as cloud, but we will focus on these for now as they relate to the changes in work due to Covid19):
Secure: These are technologies that are built to be protective of personal data. One of the value propositions for them has to do with the fact that they securely send, receive and store information via the Cloud. Examples are DropBox and Box for file storage and DocuSign for electronic document signing.
Customer Service: There are other technologies that are used to help teams to communicate with and about customers – from segmentation to acquisition to retention and servicing. These platforms probably have been added to your technological suite as a result of Covid19 and could be anything from videoconferencing and screensharing (e.g. Zoom, GoogleHangout, Skype) to messaging (Slack) to data collection, sorting, and integration (AirTable).
No personal data should be shared on these platforms. Do not send individual customer identification numbers or bank account numbers via any of these platforms. Instead, convey personal information by phone or by a means of secure transport (e.g. secure email or DropBox or Box).
- Now that you have your two buckets, look at the privacy policies that these organizations post on their own websites.
You – as a leader of your team, department, company – need to know how each of those companies use, disclose and share personal data collected on their platforms. In particular, you will want to make sure that the Servicing Customer platforms do not use, disclose or share the personal data other than to provide the service you have hired them to provide (e.g. video conferencing or screen sharing).
We at GDPRsimple built a platform for you – the CEO, the team leader, the entrepreneur. The GDPR is complicated, and we wanted to simplify it for you. Contact us today at firstname.lastname@example.org to learn more.