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GDPR: Top 10 tips for SMEs

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GDPR

Recently, we featured in the Yorkshire Post with an article from our MD Mike McCarthy talking about how SMEs can prepare for GDPR. The May deadline is not that long away now, and there’s quite a few things to think about…

So here is our advice to those businesses effected by GDPR. And in case you didn’t realise, that’s all of them!

  1. Although not all businesses are legally required to appoint a Data Protection Officer, it makes sense to have one person who oversees activity relating to GDPR within your company. They should take responsibility for checking the guidelines for relevance to your specific business, and delegate actions out as needed.
  2. All businesses need to fully review and update their privacy policy in line with the new regulations. Consider if you store data on children, as that will need parental consent.
  3. One key difference is people now actively need to opt in to receive information from you, rather than only allowing them to opt out. Do web forms or emails need to be adapted? Do you have a database you now need to recontact to see if they would like to opt in? It must also be as easy to withdraw consent as it is to give it and full records should be kept.
  4. Do an information audit. Do you have a lawful basis for keeping the personal information you do? Look at both electronic and hard copy data and consider why and where it is kept. Is it secure? Who can access it?
  5. Personal information shouldn’t be kept for any longer than is necessary by law. Ensure someone takes responsibility for appropriately destroying the information at the right time. Consider outsourcing to a document management company like ourselves. We could keep your files safe and secure and handle the whole process for you. We barcode documents so they can be retrieved quickly if needed, and even automatically destroy them on a given date – so if you know after six years they’ll no longer be needed, we can diarise to safely dispose of them then.
  6. Individuals have a ‘right to be forgotten’ so you must be able to easily delete or remove information if requested. They also have the right to request the information held about them, which must be provided within a given timeframe. Using a document management company like us can help with that – ensuring documents are easy to track and find when needed.
  7. To ensure the confidentiality of personal data, companies need to implement appropriate security measures and regularly test these. If a breach were to happen you must notify the data protection authority within 72 hours.
  8. Ensure information is delegated throughout the business to all personnel. Everyone who has any access to data on customers, clients, service users or employees, needs to know what is expected of them. Appropriate training should be provided.
  9. All paper waste which includes personal data must be destroyed. It’s not enough to put it in the recycling – ideally it needs to be shredded to British Standards by a reputable shredding company, like ourselves, who can then recycle the waste and provide you with a certificate of destruction as proof. Consider how that material is stored before it is shredded – we can provide lockable bins for the office, so the items are kept safe from the moment you no longer need them. We also have mobile shredders which can shred documents at your place of work if you prefer.
  10. Don’t forget that criminals can access data on hard drives, USBs, phones and laptops, even if you think they’re wiped or security protected. If you need to get rid of electronic equipment, we can help with the safe shredding of electronic materials – get in touch to find out more.

For more information from the Information Commissioner’s Office go to https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/

If there’s anything we can help with, please do get in touch.

    Testimonials

    McCartheys were there to take much of the stress out of what was a very difficult time for myself and my family.All the staff were patient and understanding of our dilemma and did all they could to help.
    The storage facilities were safe and very secure with easy access .
    All in all a painless experience.
    Would highly recommend.

    5 Stars

    Really friendly and helpful customer service and explained everything clearly. Easy to reserve and new facility in York seems well secured and easy to access, with handy equipment to use (particularly with extended hours - at additional cost). Only minor comment for improvement during these times would be to have sanitise stations near the keypads as these are touch points for everyone using the facility.

    5 Stars

    Really good service and nice units. Easy access, great location, nothing to fault

    5 Stars
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    Contact Us

    Leeds

    The Storage Centre, Meanwood Road,
    Leeds LS7 2AH

    Removals:
    0113 262 3000 /
    0113 262 4000
    Email Leeds removals

    Storage: 0113 26 26 500
    Email Leeds storage

    Opening Hours:
    Monday-Friday: 08.00 to 17.30
    Saturday: 09.00 to 16.00
    Bank Holidays: 10.00 to 14.00

    Harrogate

    The Storage Centre, Ripon Road,
    Harrogate HG1 2BS

    Removals & Storage:
    01423 625 000

    Van Hire: 01423 625 000
    Email Harrogate

    Opening Hours:
    Monday-Friday: 08.00 to 17.30
    Saturday: 09.00 to 16.00

    Wakefield

    The Storage Centre, Kirkgate,
    Wakefield WF1 1UW

    Removals, Storage & Shredding:
    01924 663 555
    Email Wakefield

    Opening Hours:
    Monday-Friday: 08.00 to 17.30
    Saturday: 09.00 to 16.00




      Huddersfield

      McCarthy's Storage World
      Phoenix Retail Park
      Leeds Road
      Huddersfield
      West Yorkshire
      HD1 6NE

      Removals & Storage
      01484 799 599
      Email Huddersfield

      Opening Hours:
      Monday-Friday: 08.00 to 17.30
      Saturday: 09.00 to 16.00
      Bank Holidays: 10.00 to 15.00

      York

      McCarthy's Storage World
      Water lane
      York
      YO30 6PQ

      Removals & Storage:
      01904 238 333

      Van Hire: 01904 238 333
      Email York

      Opening Hours:
      Monday-Friday: 08.00 to 17.30
      Saturday: 09.00 to 16.00
      Sunday: 09:00 to 14:00