Data protection regulations are becoming increasingly strict. In response, many organisations are turning to outsourced Data Protection Officers (DPOs) to ensure that their organisation remains fully compliant. An outsourced DPO helps an organisation follow its data protection plan and makes sure that it meets all of the necessary rules. DPOs must be included in an organisation’s data protection activities. This is just one way that an outsourced DPO can make sure organisations don’t break data protection regulations and help them avoid fines.

Importance of including a DPO to avoid GDPR fines

DPOs aim to maintain and improve data privacy and security by fulfilling their day-to-day roles. Keeping DPOs at a distance makes it more difficult for them to identify and manage risks, monitor compliance and developments, and maintain the overall security and privacy of data. The DPO also helps create a culture where privacy is important and everyone knows how to keep data safe.

The DPO’s role includes:

  • Keeping up with the rules: The DPO stays updated on data protection laws. They make sure the organisation follows these laws and learns about any changes.
  • Creating policies: The DPO helps create and enforce privacy policies within the organisation. These policies tell everyone how to handle personal data safely and follow the laws.
  • Checking for risks: The DPO looks for risks that could affect people’s privacy when their data is used. They suggest ways to reduce these risks and keep personal data safe.
  • Dealing with data breaches: If there is a data breach, the DPO takes charge. They make sure the breach is reported, investigate what happened, and take steps to minimise the damage. They also inform the people affected and communicate with the authorities if needed.
  • Training employees: The DPO teaches employees about privacy rules and practices. They make sure everyone understands how to handle personal data properly.
  • Building privacy into systems: The DPO works with other departments, like IT and product development, to make sure privacy is considered from the start. They help design systems, processes, and services in a way that protects personal data.
  • Checking compliance: The DPO regularly checks if the organisation is following data protection laws. They look for any mistakes or areas where the organisation isn’t following the rules. They suggest ways to fix these issues.
  • Working with Authorities: The DPO acts as a contact person for the authorities when it comes to data protection. They cooperate with them during investigations and audits to make sure the organization is doing things right.

Fines issued in the EU for failing to involve DPOs

In recent years, data protection authorities in the European Union (EU) have fined organisations for failing to adequately involve their DPOs in data protection activities. These fines can be significant and can also result in financial and reputational damages.

Examples of fines

  • The Bavarian Data Protection Authority fined a German social media company €20,000. This fine was for not involving their DPO in the development of a new feature that allowed users to create polls.
  • The Dutch Data Protection Authority fined a Dutch hospital €460,000 for several GDPR violations. These violations included not including their DPO in the development of a medical app.
  • The French Data Protection Authority fined a Frech company €20,000. This fine was for not involving their DPO in a data protection impact assessment (DPIA) for a new system that they were developing.
  • The Spanish Data Protection Authority fined a Spanish bank €6,000. This fine was for not involving their DPO in the implementation of a new banking platform

These are a few examples of EU data protection authorities issuing fines for GDPR violations related to the DPO’s role.

How to use outsourced DPOs properly

Avoid GDPR fines and involve your DPO in your organisation. An involved DPO can help your organisation avoid being fined in two ways.

  1. The DPO will know what is happening in your organisation and will be able to apply their expertises so that your organisation is fully compliant with data protection regulations from the start.
  2. Having an active and involved DPO also means that your organisation cannot be fined for not having an adequately involved DPO.

Actions you can take next

  1. Outsource the Data Protection Officer (DPO) role to us.
  2. Contact us to discuss your organisation’s needs and how we can help you.
  3. Join our Data Protection programme to empower yourself to avoid fines.