EU-GDPR: Bureaucracy trap of the information obligation

The EU General Data Protection Regulation (EU GDPR) multiplies the information obligations of companies. In order to be able to continue to collect personal data in compliance with data protection regulations, complex processes are being installed. Unified Communications manufacturer C4B Com For Business provides its customers with a solution that allows all relevant information to be made available and sent during the customer's call. 

Andreas Peter, C4B data protection coordinator
Andreas Peter, C4B data protection coordinator

Munich, 16 April 2018. Whether purpose of processing, lawful basis, right to object or retention period: the new EU General Data Protection Regulation, which comes into force on 25 May, imposes a comprehensive obligation to provide information. "Currently, virtually every week a new survey is published saying only a fraction of German companies are prepared for the new data protection requirements," says Andreas Peter, data protection coordinator at Unified Communications manufacturer C4B Com For Business. "And that’s not surprising: many of those responsible have massively underestimated the extent of the requirements."

With regard to the obligation to provide information, among other things, at all times companies, customers and business partners must be able to say what personal data they have collected, for what purpose it will be used and how long it will be stored. In order to meet this obligation, many companies are currently installing complex processes. 

"Where legislators impose new requirements, new solutions emerge," says Andreas Peter. The solution C4B offers its customers is called "AppLink Dashboard". The background: as the foundation of its communications solution XPhone Connect, C4B operates a directory service. The directory is used to bundle contact data from applications such as the ERP or CRM system and make it available to users in a free text search, as well as to identify incoming callers. With the AppLink dashboard, targeted information from the directory is retrieved and presented in a way that simplifies daily work processes. For example, if a customer calls a car dealer, the vehicle model, last inspection, and any outstanding invoices can be displayed when the call comes in. 

GDPR dashboard: directly inform callers

How can this function be used to comply with the information obligation? "With AppLink, every business can create their own privacy dashboard," explains Andreas Peter. "The dashboard then displays, for example, which personal data has already been entered by the caller and which contact options they have given their consent to." The dashboard can also store links via which an email or a Word template can be opened and directly filled out with all the relevant information. "So an employee needs no more than 2 mouse clicks to provide the customer with all GDPR-relevant information."

Furthermore, via the dashboard employees can see exactly which of the customer's data or consents may still be missing. Thus, for example, the above-mentioned car dealer sees that he still has to ask a customer for permission to remind them about the next inspection date via email or text message. Via the dashboard he can directly open the contact data record in the application and save the consent.

"Every customer can tailor the dashboard exactly to their key applications and their own requirements," says Andreas Peter. "And they can provide their employees with such a simple tool to integrate the fulfilment of data protection requirements into their daily work."

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