Navigating the world of data sharing can feel like traversing a minefield. But don’t worry. We’re here to provide a reliable map for data protection officers that leads to secure data-sharing practices.
Understanding data sharing
Data sharing involves data providers sending information and data receivers obtaining it. With constant sharing, the risks increase, making managing these potential dangers crucial and eliminating any lurking pitfalls.
“Continuous monitoring and improvement in data sharing policies and procedures are the lifejackets that keep your organisation afloat when it comes to secure data sharing.”
Identifying the hazards in data sharing
Common risks in data sharing include insecure email transfers, data interception, hacks, leaks, and poorly trained employees. Implementing safeguards like encrypted or secure email alternatives, VPNs, secure file transfer protocols (SFTP), and comprehensive incident response plans is essential to address these risks.
Example: A tale of two companies
Company A, TechWidgets, sends customer order data to Company B, LogisticsPro, to handle shipping. They rely on regular email to transmit this sensitive data. One day, someone intercepts an email, and the customer data falls into the wrong hands. Company A and Company B should consider using encrypted or secure email alternatives, dedicated web portals, or limiting sensitive data in email communications to prevent such a disaster.
Sharing responsibilities
Organisations must establish clear communication channels and develop data-sharing policies and procedures. Continuous monitoring and improvement are essential, along with ensuring compliance with data protection laws.
Best practices for secure data sharing
- Analyse critical data sources and secure data streams.
- Eliminate common data-sharing pitfalls.
- Implement appropriate safeguards, including regular security audits and access controls.
- Obtain warranties from data providers and pass responsibility and risk to data-sharing partners.
The EU Data Governance Act
Change is in the air when it comes to secure data sharing. EU Data Governance Act (DGA) is a groundbreaking regulation that enhances data sharing and availability, eliminates technical obstacles to data reuse, and applies from September 2023. Key provisions include sharing public sector data, data intermediaries, and data altruism.
Actions you can take next
- Strengthen data protection measures by conducting a data protection responsibility assessment.
- Streamline processes by listing your data providers.
- Secure your data by analysing critical data sources and securing data streams. We can help you with this and other information security law compliance aspects.
- Safeguard your organisation by implementing appropriate security measures.
- Ensure reliability and mitigate risks by obtaining warranties from data providers in a data-sharing agreement.
- Learn more about the EU Data Governance Act and how it could impact your business.
By following these steps, you can guide your organisation towards secure data sharing, effectively manage risks, and avoid the pitfalls hiding in the shadows.
