GDPR by numbers

Scan Film or Store - GDPR by numbersYou’re fed up of hearing about GDPR, aren’t you? We understand. We’re not especially excited by it any more either (were we ever?). But it’s important, especially from today. Because today is the day that GDPR becomes law. You can’t put it off any longer!

If you still haven’t quite wrapped your head around it all, we’re here to help. We’ve boiled the confusion that is GDPR down to a few key numbers that are well worth knowing. Think of this as your crib sheet. Feel free to print it out and smuggle it into the exam room. We won’t tell.

6: The number of available lawful bases for processing personal data

These bases include:

  • Consent
  • Contract
  • Legal obligation
  • Vital interests
  • Public task
  • Legitimate interests

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In plain English: You can’t just process data willy-nilly. You need a reason. A very good reason. One a lawyer would approve of.

£35: The amount it costs to register as a data controller

Unless your business has an annual turnover of £25.9 million and more than 249 members of staff, or you’re a public authority with more than 249 members of staff. In which case you can probably afford the £500 fee.

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In plain English: You have to register as a data controller and it costs money but not very much unless you’re loaded anyway.

8: The number of rights provided for individuals under GDPR

These rights include:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erasure (aka The right to be forgotten)
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling

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In plain English: People are the boss of their own data. They can access it, change it, tell you to get rid of it – and a bunch more besides.

€20 million: The fine you could face for not complying with GDPR

Penalties for breaching GDPR can reach up to €20 million or 4% of global turnover – whichever is higher (yes, higher!).

In plain English: Getting GDPR compliant may be a pain in the backside but not nearly as much of a pain in the backside as having to fork out silly money if you don’t.

40%: The number of EU-based executives who don’t have a clue about GDPR rules

Actually the exact wording used by the Financial Times article where we read this was: “According to the consultancy EY, which surveyed 1,100 EU-based executives for its latest fraud and compliance report, almost 40 per cent said they did not know the GDPR rules even fairly well.”

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In plain English: No one knows what the heck is going on. Even top people who really should. Which is worrying. But kind of reassuring too, right?

12: The number of steps the ICO suggests taking to prepare for GDPR

And by ICO we mean the Information Commissioner’s Office. In other words, the GDPR experts. They’ve even produced a handy little guide, all designed in uplifting colours with a snazzy infographic so it won’t appear as tedious as it will in fact be to action.

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In plain English: Making sure you’re GDPR compliant isn’t a quick process. You will need to think about many, many things. But at least they made you an infographic.

72: The number of hours you have to report a data breach

If you don’t, you can be fined €10 or 2% of global turnover, whichever is greater. Even if you were otherwise compliant up until then.

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In plain English: Even if you do everything right, if some cyber criminal cracks your code and you don’t report it quick smart, you’re still going to be out of pocket.

10%: The bare minimum you should be doing

If you can show that you have made a start in complying with the new GDPR rules – and can provide an implementation plan to get you to full compliance within a set time frame – you could reduce a potential fine.

In plain English: Making a start is better than doing nothing. You might still get fined, but it should be less. Although we still recommend avoiding a fine altogether by cracking on and making sure you’re compliant asap.

Hopefully that little run down has given you a few more facts without you having to invest an awful lot of reading time. There’s plenty more info over on the ICO website if you need it… or if you can’t sleep one night after too much Brie.

While we’ve got you, if you have any data – whether that be paper documents, hard drives or anything else – that you need to destroy in light of GDPR, we can help. Give us a call today.

7 ways to tackle stress in the workplace

Scan Film or Store - 7 ways to tackle stress in the workplaceHi there! How are you today? No, don’t just say “fine” without thinking. How are you really? Might you be just a little bit stressed? Or even a lot stressed?

Government figures show that in 2016-17, over half a million workers in the UK were suffering from work-related stress, depression and anxiety. This caused 12.5 million working days to be lost. Which means stress doesn’t just suck for the people who are feeling it but for the companies they work for too.

So is there anything that can be done? Of course there is! If you run a business – or a team within a business – you’re in a unique position to change the culture and reduce stress in the workplace. Which makes you something of a superhero really.

Here are a few ideas to get you started…

1) Think flexi

Chaining your team to their desks from 9am to 5pm really isn’t the ideal way to get the most out of them. Some people are early birds who will be much more effective on an 8-4 arrangement. Others will be happier if they can squash their weekly hours into four days so they can have Fridays off. Still others will be far more productive if they can work from home. Flexible working can seriously reduce people’s stress levels, so ask your team about what might suit them. Even the fact that you’re asking will help them feel like they’re being looked after.

2) Get people moving

Physical exercise is one of the best ways to reduce stress levels. Even something as simple as a walk at lunchtime can help people clear their heads, get mental space from their inbox and their deadlines, and get those endorphins pumping to raise wellbeing levels. We’re not suggesting you turf them all out in the cold a couple of times a day, but why not get a lunchtime walk club started, or sponsor their gym passes?

3) Have an open door policy

Here’s a little pop quiz for you. If someone in your team is stressed, are they likely to:

A: Come and talk to you about it

B: Moan to their other half about stressful work is

C: Pour a stiff G&T (or three)

D: Do nothing and carry on regardless

If the answer isn’t A, you need to do something about it. You can’t fix problems you don’t know about, right? People need to know they can talk to you about their stress levels without it impacting their status in the business.

4) Get your filing system sorted

Seriously, it’s bothering your staff – not to mention kicking their productivity levels down a notch or two and actually costing you money. Need proof? Research shows that a third of office employees see searching for documents as “difficult” or “frustrating”, with 42% saying it takes up to 15 minutes to find a document or file. Just think about that. If someone were to search for 16 files in the course of the day, they’d have spent half their time in the office doing that!

[Plug time! If you need help creating a filing system that is anything but stressful, get in touch – if we do say so ourselves, we’re really, really good at organising stuff. We can store your physical documents and deliver them back as you need them, or scan them and create a digital archive. Or both. Both is always a good option.]

5) Ban desk lunches

There are so many reasons why eating your lunch while you work is bad for your wellbeing. Firstly, you don’t get a break. Secondly, you don’t get to socialise. Thirdly, you don’t actually get to taste and enjoy your food. Banning desk lunches might seem extreme but it will show your team that you prioritise their wellbeing over the need to get stuff done. Consider creating a break out space in your office where people can eat and chat, or why not organise a weekly event like a bring and share lunch or pizza party?

6) Say thank you

Sometimes we all have to work hard. That in itself doesn’t have to be stressful. If you manage the situation properly then powering through an important project together can actually help your team bond and feel proud as they achieve a big win. But if you don’t encourage them along the way, recognise their efforts and say thank you at the end… well, you probably won’t get the same level of effort next time. Saying thank you is easy. Saying sorry is harder.

7) Lead by example

If you want your kids to eat vegetables and you’re busy scoffing an ice cream, you’re fighting a losing battle. And since leadership is a lot like parenting, the same principle applies in the office. Are you stressed? Are you doing what you can to reduce your stress levels? Remember that old example of putting on your own oxygen mask before you help others. You can’t help your team if you’re stuck at home recovering from a breakdown.

Reducing stress levels will improve your team’s productivity and make your office a nicer place to work. Which is good news for everyone. So think about whether you could implement one of more of these suggestions, then ask your team what else they’d like to see change.