DATA REGULATION


A


S THIS ISSUE OF BUYING BUSINESS TRAVEL drops on desks and doorsteps around the country, the stark realisa-


tion that the EU’s General Data Protection Regulation (GDPR) is upon us can only have been felt more strongly. Travel buyers, suppliers, technology com-


panies and many more, in theory, should have met the 25 May GDPR deadline. GDPR replaces the Data Protection Direc-


tive of 1995, and although companies that comply fully with the directive will be some way towards compliance with GDPR, there are fundamental differences.


NOW IT’S PERSONAL The new law puts the individual centre stage and aims to protect EU citizens from privacy and data breaches. It applies to


BUYINGBUSINESSTRAVEL.COM


all organisations that are processing the personal data of anyone living within the EU, regardless of where in the world that organisation is located. The aim of the reg- ulation is to provide legal harmonisation and a framework for member states that is directly enforceable under member state law. The requirement for companies to have a


data inventory should expedite identifying data breaches. It should detail the personal information they are holding, how and why they use it, what security measures they have taken to protect it, whom they transfer it to and how long they keep it. In addition, organisations must have clear rules on retention and deletion of information – they cannot keep it forever and go on to use it for purposes other than those stated. This must be accompanied by a map that shows where the data goes both inside a company and outside it.


Also mandatory from 25 May is a privacy


notice that explains what a company will do with people’s data. This should be clearly written and easily found. Corporate travel management and events company ATPI has ensured its privacy notice has maximum visibility. “Ours is on our website and a link to that notice is on every itinerary, every travel hub, profile tool, on our marketing material, emails; it’s on everything,” says Philip Jeffs, ATPI’s compliance manager. Restrictions applied to getting consent


for use of data are equally rigorous and are based on privacy by design, which dictates that data protection is written into any process or system. And consent has to be affirmative – opt in rather than opt out, and incontrovertible, the data subject (owner) has to agree to that data being used in a defined way; and they can withdraw consent at any time. Organisations should keep data


BBT May/June 2018 77


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