The document summarizes proposed changes to data protection regulations in the European Union. The key points are: 1) The proposed General Data Protection Regulation aims to standardize data protection laws across EU states through a single set of rules and increased individual rights and enforcement. 2) The regulation proposes stricter obligations for organizations around data documentation, security, privacy by design, and appointing data protection officers. It also strengthens individual rights like the "right to be forgotten." 3) Non-compliance could result in fines of up to 2% of global annual turnover. Organizations are advised to review their data processing and protection practices in preparation for the new regulations.

1. Data Protection Regulations
James Davies and Steve Lorber
23 April 2013

2. Crystal ball

3. Cheap data
• Statistics/visual imagery about how workplace has changed
over last 15 years re collection and use of data

4. Data Protection – a brief history
Late 1960s First
electronic messaging

5. 1969 First email

6. The UK in October 1969

7. Data Protection – a brief history
Late 1960s First
electronic messaging 1984 Original Data Protection
law (minimal impact)

8. 1984 First Data Protection legislation

9. Data Protection – a brief history
Late 1960s First
electronic messaging 1984 Original Data Protection
law (minimal impact)
1998 Data
Protection Act

10. 1998 Act – key principles

11. What has this meant over last 15 years?
• Data subject requests
• Data protection policies - consent
• Transfer overseas especially to US
• “Light touch” enforcement
• Globalisation and other less light
touch data protection laws

12. Data Protection – a brief history
Late 1960s First
electronic messaging 1984 Original Data Protection
law (minimal impact)
1998 Data
Protection Act
2005 Employment
Practices Code

13. Who is this?
Christopher Graham, Information Commissioner

14. 2005 ICO employment practices code

15. Data Protection – a brief history
Late 1960s First
electronic messaging 1984 Original Data Protection
law (minimal impact)
1998 Data
Protection Act
2005 Employment
Practices Code
2007 ICO Personal
Data guidance

16. 2007 ICO Personal Data Guidance

17. Data Protection – a brief history
Late 1960s First
electronic messaging 1984 Original Data Protection
law (minimal impact)
1998 Data
Protection Act
2005 Employment
Practices Code
2010 Sanctions
increase to £500k
2007 ICO Personal
Data guidance

18. 2010 Increase sanction to £500k

19. Data Protection – a brief history
Late 1960s First
electronic messaging 1984 Original Data Protection
law (minimal impact)
1998 Data
Protection Act
2005 Employment
Practices Code
2010 Sanctions
increase to £500k
2013 ICO BYOD guidance
2007 ICO Personal
Data guidance

20. 2013 ICO BYOD guidance

21. Data Protection – a brief history
Late 1960s First
electronic messaging 1984 Original Data Protection
law (minimal impact)
1998 Data
Protection Act
TODAY Proposed General
Data Protection Regulation
2005 Employment
Practices Code
2010 Sanctions
increase to £500k
2013 ICO BYOD guidance
2007 ICO Personal
Data guidance

22. TODAY Draft Regulation

23. Data Protection Regulation – introduction
• What’s the problem?
• Commission solution
• Strategy
• Particular measures proposed
• Practical implications for now?

24. Data protection – the need for change
• Change in nature and extent of processing
• Globalisation
Different rules in different states
Cloud
• Employment context
volume
free-form data

25. Commission solution – a Data Protection
Regulation
• What is a regulation?
• Aim
one-stop shop
greater legal certainty - and consistency
throughout EU
reduction of administrative burden
strengthened data subject rights
efficiency of supervision and enforcement
• And “it will save money” – not just red tape

26. Strategy proposed
• Strategy
similar to current rules....but more
stricter data protection principles
more specific and granular obligations
more extensive individual rights...right to be forgotten...
Backed up by tougher
enforcement – fines of 2% of
global turnover

27. Policy, process...and documentation (1)
• Internal documentation
adopt policies
implement measures to ensure
compliance with policies
be able to demonstrate compliance
if appropriate establish an audit

28. Policy, process...and documentation (2)
• Documentation for data subjects
Extensive information including
> purposes of processing
> if justified by "legitimate interests" ...what those
interests are
> data subject rights and how to complain
> who gets to see it ....recipients
> If data does not come from data subject, who the
source is

29. Policy, process...and documentation (3)
• Very granular..... underscored by new data protection
principle
for each processing operation, controller must ensure and
demonstrate compliance
• Lots of paper .....but does it protect privacy?

30. Right to be forgotten
• Right to have personal data
erased if
no longer necessary in
relation to purposes for
which collected
consent withdrawn
expiry of retention period
processing is non-
compliant

31. Right to be forgotten
• If personal data has been
made public, controller shall
take all reasonable steps to
tell third parties
• Controller may restrict
where issue over accuracy
data needed for purposes
of proof (evidence of
business operations)

32. Data security (1)
• Controller and processor must
do risk assessment
implement technical and organisations measures to ensure
security
• "Personal data breach" means breach of security .... leading
to accidental or unlawful
destruction, loss or alteration
unauthorised disclosure

33. Data security (2)
• Duty to notify
• Duty to document breaches
• If breach is likely to affect privacy of data subjects, controller
must tell data subject of breach and what it is doing

34. Data protection by design
• "Data protection by design" ...if developing business in ways
that impinge on personal data (e.g. a new HR system)
implement to ensure compliance (having regard to cost and
technology)
ensure that by default system
> only processes data
necessary for purpose
> does not collect too much
> does not store too long
> controls

35. Data protection officer
• Controller and processor must establish
a DPO if 250 employees or more
• What are the roles/functions of a DPO?

36. Data protection officer
• Controller and processor must establish
a DPO if 250 employees or more
• What are the roles/functions of a DPO?

37. Data protection officer
Monitoring data protection
breaches
Contact point for supervisory
authority
Informing controller and
processor of obligations
under DPR (and documenting)
Monitoring
implementation of
policies (including audit
and training)
Ensuring documentation is
maintained
Monitoring protection
by design and
security
Monitoring data protection
impact assessment

38. Remedies and sanctions
• Up to 2% of turnover
• Enforcement by "main establishment" regulator
In EU - where purposes of processing determined or, if not,
where main processing takes place
If not established in EU, must appoint a "representative"

39. Special rules on employment
• Regulation allows members states to adopt special rules for
employment....but upwards only
Extra conditions for processing
Regulatory consent?
Works Council approval?
• Defeats "one-stop" shop?

40. What to do now?
• Proposals will change............
• Share your thoughts with MoJ?
• Processing operations
identify and record
consider how you comply
• Establish extent to which you use "consent"
to justify processing...and find other ways

41. Thank you