What is an External DPO and why do you need one?
Introduction
The data protection has become a priority for companies of all sizes, especially with the introduction of the General Data Protection Regulation (GDPR). A Data Protection Officer (DPO) plays a crucial role in this process. But why should choose a Outsourced DPO Services rather than an in-house DPO? This article explores the role and benefits of an external DPO.
What is an external DPO?
A Outsourced DPO Services is a professional mandated by a company to ensure the compliance with the regulations governing data protectionincluding the RGPD. Unlike an in-house DPO, he is not employed full-time by the company, but provides his services on a contractual basis. outsourced.
The role of the external DPO is defined by the RGPD and includes several key responsibilities to ensure that companies comply with their data protection obligations.
What are the responsibilities of an external DPO?
The responsibilities of an external DPO include:
Advice and information Inform and advise the company on its obligations in terms of data protection. This includes the implementation of best practices to protect sensitive information.
Conformity control Supervise compliance regulations and internal data protection policies. The external DPO carries out regular audits to ensure that company practices comply with legal requirements.
Training and awareness-raising : Organizing sessions training to raise staff awareness of data protection issues. Ongoing training is essential to ensure that all employees understand the importance of data protection.
Request management : Managing data access requests and user complaints. This includes responding to individuals' requests concerning their rights of access, rectification or deletion of their personal data.
Cooperation with the authorities : To be the point of contact with data protection authorities. The external DPO must be able to respond to inquiries and cooperate with the authorities in the event of data breaches.
The advantages of an external DPO
Specialized expertise : External DPOs are generally certified experts and have extensive experience in the field of data protection. Their in-depth knowledge of regulations and best practices ensures optimum compliance. By hiring an external DPO, companies benefit from specialized skills without having to invest in costly training for an in-house employee.
Objectivity and impartiality : By being external to the company, the DPO can operate in a manner impartialwithout being influenced by internal interests. This objectivity is crucial to identifying and resolving compliance issues. The external DPO brings a perspective independent which can help identify risks that internal employees might overlook.
Cost reduction Employing a full-time in-house DPO can be costly, especially for SMEs. An external DPO offers a more flexible and economicalThis allows companies to benefit from a high-quality service without the costs associated with permanent employment. This enables companies to benefit from a high-quality service without the costs associated with permanent employment.
Flexibility Data protection needs can change over time. An external DPO offers the flexibility necessary to adapt services in line with company and regulatory developments. Whether for a specific project or a one-off audit, the external DPO can adjust his or her involvement according to the requirements of the moment.
Access to a network of experts : External DPOs are often part of firms or networks of professionals specializing in the field. data protection. This enables the company to benefit from the collective expertise of a group of experts, rather than relying on the knowledge of a single individual.
Find out more about the advantages of hiring an external DPO for your company you can read our dedicated article.
The challenges of outsourcing the DPO
Despite the many advantages, outsourcing the DPO also presents challenges:
Company integration An external DPO must include the culture and internal processes to be effective. This may require time to adapt, and ongoing communication with the company's various teams.
Availability : Since an external DPO may work with several customers, his or her immediate availability can sometimes be limited. It is therefore important to clearly define expectations in terms of responsiveness and availability.
Privacy : Managing sensitive data by an external entity may raise concerns with regard to privacy. It is crucial to ensure that the external DPO strictly adheres to the company's privacy and data protection policies.
How do you choose the right external DPO?
Certification and experience Search for external DPOs all certified with significant experience in your business sector. Certifications such as CIPP/E (Certified Information Privacy Professional/Europe) or CIPM (Certified Information Privacy Manager) or the Veritas certification can be indicators of competence.
References and recommendations : Ask for references and consult reviews from previous customers. Recommendations from other companies in the same sector can also be very useful in assessing the quality of the services offered.
Understanding your business Make sure that the external DPO understands your company's specific characteristics, including its business objectivesits organizational structure and data protection challenges.
Cost and service flexibility : Compare SERVICE COSTS and assess flexibility in terms of service provision (one-off projects, regular audits, etc.). Make sure the contract includes clear clauses on response times and availability.
Commitment to confidentiality Check that the external DPO undertakes to comply with strict standards of confidentiality. privacy and has robust safety measures to protect your sensitive data.
For more information, read our article on how to choose the right external DPO for your company?
Case study: The impact of an external DPO on an SME
Let's take the example of an SME in the e-commerce sector that decides to hire a Outsourced DPO Services to ensure compliance GDPR. Before the DPO's intervention, the company was facing major challenges, including poor management of user consents and insufficient documentation of data processing.
Visit Outsourced DPO Services began with realize a full audit practices, identifying the main areas of non-compliance. Next, he put in place clear procedures for managing consents and trained staff on the best practices in terms of data protection.
Thanks to these actions, the company has not only avoided potential sanctionsbut also strengthened the customer confidence. In addition, regular audits and ongoing training have enabled the company to keep abreast of regulatory developments, thus ensuring a high level of safety. ongoing compliance.
Conclusion
Choose a Outsourced DPO Services is a wise strategy for companies seeking to comply with the requirements of the GDPR without weighing down their internal structure. With their expertisetheir objectivity and their flexibilityMy Data Solution's external DPOs are the ideal partners to ensure that the protecting your data.
Find out more about our external DPO servicesContact My Data Solution today. We're here to help you navigate the complex landscape of data protection and ensure compliance of your company with current regulations.
