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If you would like to know more, Download our PDF on GDPR Compliant Business Management Software

But What is GDPR?

The General Data Protection Regulation (more commonly known as GDPR) came into effect on May 25th, 2018. Essentially it deals with personal data and a company’s right to access said data, as well as a person’s right to restrict it. GDPR compliant Business Management Software is vital to ensure that your business is positioned for success.

But Surely Brexit Means we Don't Need to Worry?

As an EU regulation it must be abided by; the decision by the UK to leave the EU will not impact on the requirements to comply. Overseas companies will have to act in accordance with EU regulation when dealing with the data of EU citizens.

Concerned about the impact Brexit will have on all of this? Our blog is the place to go.

UK law on data protection was exclusively governed under the 1998 Data Protection Act, which didn't take into consideration developments in tech and media use. This outdated legislation in the UK, and in EU like it, led to GDPR. Companies have had four years to put processes and systems in place that comply with the set-out regulations.

What does GDPR entail?

GDPR aims to improve the control individuals have over their personal information at the expense of the ability of businesses to hold and manipulate their data. Failure to comply by these new regulations can land business with up to a €20m fine or 4% of annual turnover, whichever is greater. So, the consequences are real and significant.

GDPR gives EU citizens the right to:

  • Information and transparency
  • Access and rectification
  • Erasure
  • Restrict processing
  • Data portability
  • Object

GDPR Compliant Business Management Software

What Does This Mean For Your Company?

As a business you are, one way or another, a Data Controller. That is that you are in control of information belonging to data subjects. As a result, you need to ensure you are compliant after the May 25th deadline. Every business obtains and tracks data in a variety of ways, and you will need to liaise with each of the third party providers your business works with on handling company and personal data.

At Khaos HQ, we've done the heavy lifting to ensure that our ERP is part of the solution, rather than part of the problem. We've analysed the way in which personal data is held and used in our application against GDPR and have made the changes required in order for our customers to become compliant when it comes to their back office system.

If you are interested in finding out more read this useful article on the impact of GDPR on multichannel retailers.

GDPR Compliant Business Management Software

How is Khaos Control Helping You?

As you'd expect, the Khaos Control Team are on the case. We know how much data privacy means to people, being people, ourselves makes it easy to relate. Therefore, we have set out our plan for all to see.

Here’s what you need to know:

GDPR Compliant Business Management Software

The Right to be Informed

The right to be informed encompasses what information should be supplied to individuals and when companies are required to do so. The information you supply is determined by whether you directly gathered the information of the individual or not.

We are already two steps ahead; data is already exported from Khaos Control in a GDPR friendly format. You won’t have to make any changes when stating someone’s right to be informed and supplying them with such data.

GDPR Compliant Business Management Software

The Right of Access

Under this rule, individuals must be informed that their data is being processed and be able to have access to their personal data.

Once again Khaos Control allows data to be exported into a GDPR acceptable format, no changes required. However still remember to take care and information should only be processed by people who have access to it.

GDPR Compliant Business Management Software

The Right to Rectification

When you disclose incorrect information to an individual they must have the right to rectify that data. Our system already has measures in place, so you aren’t required to make any changes. All personal information about customers can be edited as required.

The right to erasure does not give individuals the right to be completely forgotten, however there are some cases where, when requested, personal data has to be erased.

To support the Khaos Control Family's compliance, we made several changes to the system, including:

  • Anonymising Company Data – Functions have been provided at Company, Address and Contact level to allow for the anonymisation of the associated information and hiding the resulting anonymised records. Khaos Control requires the presence of these records to retain internal data integrity, but all identifying features of a customer’s personal data can be removed, irretrievably, from the system. Configuration options exist in relation to this to allow you to retain data where you have a valid legal basis to do so.

  • Anonymise data for multiple companies at the same time – An extension of the above. Using the same routines but against multiple records at once so that customers who’ve managed to create multiple entries in your data can be efficiently erased in accordance with their rights.

  • Anonymising Purchase Address Data – For our users who are making use of the direct-to-customer drop-shipment, BO/PO, functionality there's an additional option to anonymise the PO Address table to ensure compliance with the customer’s rights.

GDPR Compliant Business Management Software

The Right to Restrict Processing

To support compliance with this right the development team implemented the following:

Prevent Data from being Processed – Given how broad the GDPR definition of ‘processing’ is, this new functionality provides you with the means to ensure a customer’s personal data isn’t used in any way within the system by making the data ineligible for processing.

GDPR Compliant Business Management Software

The Right to Data Portability

This right allows individuals to obtain and reuse their personal data across different services. Customers' data can already be exported in formats compliant with GDPR guidelines.

GDPR Compliant Business Management Software

The Right to Object

If the data collected goes against an individual’s best interests, then they have the ability to object. Additional auditing has been added to Khaos Control to allow you to be confident in the legitimacy of the contact settings of customers. This has been provided by the following change:

Additional Audit Functionality – Auditing in Khaos Control was expanded, mandating a comment when mailing flags are changed, and the audit dialogue was made easier to search for these changes to aid customer services.

GDPR Compliant Business Management Software

Rights in Relation to Automated Decision Making & Profiling

This right allows an individual any information about the reasoning taken behind automated processes There are currently no functions carried out by Khaos Control which meet the criterion for this right. No changes needed to be made to Khaos Control to allow you to meet your responsibilities under this right. However, reviews should be made into other areas of your business to ensure you are compliant.

GDPR Compliant Business Management Software

Overview of the Changes

  • Implemented a method to anonymise customer/supplier information
  • Added a flag to prevent a user’s data being processed
  • Implemented auditing, and a user friendly simplified audit dialog, for consent over users of personal data
  • Allowed Khaos Control to work with encrypted databases
  • Made a way of anonymising multiple companies, contacts or addresses at once
  • Implemented a method to anonymise purchase order addresses
  • Made sure that web services provided by Khaos Control solutions are GDPR compliant
  • Anonymisation of audit information

GDPR Compliant Business Management Software

Would You Like to Know More?

Still worried about how GDPR is going to impact your business and want to know more about how Khaos Control can help? Contact us today to discuss your challenges with our experts.

GDPR Compliant Business Management Software

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