How DLP software supports data management in an organization in compliance with GDPR

Probably no one responsible for data protection in an organization needs an introduction to the General Data Protection Regulation (GDPR), which came into effect on May 25, 2018, introducing uniform personal data protection rules across the European Union. But are you familiar with DLP software?

Data processing principles under GDPR

The aforementioned regulation introduced several key rights for individuals that must be respected by all organizations processing data. These include:

1. The right to be forgotten, this means that everyone has the right to demand that their data be deleted by processing entities if there is no legitimate reason for its storage.
2. The right to information, this is realized through an obligation placed on organizations; when collecting data, they must inform individuals about what data is being gathered and how it will be used. This information must be presented in a clear and understandable manner.
3. The right of access, individuals whose data is collected have the right to access that data and may also request its disclosure.
4. The right of rectification, if personal data is incorrect, individuals have right to demand its correction.

Of course, there are many more regulations introduced by GDPR, but today we want to focus on a different aspect.

What is DLP software?

DLP stands for Data Loss Prevention – a technology designed to monitor and manage data to prevent its unauthorized disclosure. It is designed to prevent the loss, leakage, or unauthorized access to data. It works by monitoring, detecting, and blocking potential incidents related to data transmission. A full description of the software can be found on our solutions page.

How does DLP software support data management in compliance with GDPR?

DLP solutions play a key role in helping organizations meet data protection requirements. How?

First and foremost, DLP security systems help companies identify and classify information stored within their resources. This allows the appropriate structures within the organization to manage this data more easily and ensure its proper protection.

Another function following identification is network traffic monitoring. DLP software utilizes advanced technology to block the transmission of personal data that is not authorized to be sent outside the organization (Data Leak Prevention). This provides advanced protection against information leaks. DLP software also assists in data encryption, ensuring that information is protected from unauthorized access. It further aids protection through features that support the detection and blocking of access attempts by unauthorized persons or systems.

One of the principles introduced by GDPR is Data Minimization – collecting only the minimum amount of data necessary for a given purpose, ensuring companies store only what is essential for the reasons it was collected. DLP software can help organizations monitor and delete unnecessary data.

Breach reporting and corporate data leak prevention systems

Reporting a personal data breach is required by the Office for Personal Data Protection. A breach is defined as the destruction, loss, modification, unauthorized disclosure, or unauthorized access to this category of information resulting from a violation of data security rules.

In the event of a potential data breach, DLP software generates notifications and reports that help organizations respond quickly to the incident and report it swiftly and effectively to supervisory authorities. This is crucial in the context of rapid breach notification.

Content-based policies – rules blocking the sharing of personal data

Particularly useful in the context of GDPR are content-based policies. DLP software allows for the creation of complex content-based rules that react to specific types of information. For example, an organization can set a policy that blocks the sending of emails containing national identification numbers (e.g., PESEL) or credit card numbers. Such features effectively ensure that no sensitive data collected by the organization is leaked.