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Data protection clauses are changing with the new European regulation.

Riestra Abogados. 

The current Organic Law 15/1999, of December 13, on the Protection of Personal Data establishes the obligation to include an information clause when collecting personal data. Consider the clauses we currently use in web forms, digital media, paper forms, or those communicated over the telephone.

The European Data Protection Regulation includes new obligations in addition to those currently in place, although it should be noted that it will be applicable as of May 25, 2018. However, it is important to be familiar with it because significant reviews and changes will be required to companies' data protection policies.

Needless to say, fines for data protection violations, already considerable under our Organic Law on Data Protection, will skyrocket with the new Regulation.

For example, Article 83.5 of the European Regulation provides:

5. (…) administrative fines of a maximum of EUR 20,000,000 or, in the case of a company, an amount equivalent to a maximum of 4% of the total global annual turnover of the previous financial year, whichever is higher.

What's new?

Regarding the new features, which are not few, regarding the information we must indicate in data protection clauses when we collect data directly from users and according to Article 13, these are:

a) The contact information of the data protection officer, where appropriate.

b) The legal basis for the processing.

c) The recipients or categories of recipients of the personal data.

d) The intention of the controller to transfer personal data to a third country or international organization, and the existence or absence of an adequacy decision by the Commission, or, in the case of transfers, reference to the appropriate safeguards and the means to obtain a copy of these or the fact that they have been provided.

e) The period during which the personal data will be retained or, where this is not possible, the criteria used to determine this period.

f) The right to data portability.

g) The right to lodge a complaint with a supervisory authority.

h) If the provision of personal data is a legal or contractual requirement, or a requirement necessary to enter into a contract, and if the data subject is obliged to provide the personal data and is informed of the possible consequences of not providing such data.

i) The existence of automated decision-making, including profiling, and, at least in those cases, meaningful information about the logic involved, as well as the significance and envisaged consequences of such processing for the data subject.

How extensive will the data protection clauses be then?

If the current obligations already create extensive clauses, let's consider what they will be like under the new Regulation.

The Spanish Data Protection Agency proposes the idea of ​​two layers or two levels, which is currently being developed for cookie information, and provides the following example.

Where would the first layer be?

It must be clearly identified with a title such as "Basic Information on Data Protection."

• For example, on an application form, the table with the basic information should be located in the same field of vision as the place where consent is to be expressed (the signature, if it is on paper, or the "submit" button, if it is an electronic form), and should be part of the copy made available to the interested party.

• If, due to design restrictions, this is not feasible, a note or callout should be included in the signature field of vision, informing the interested party about the location of the table with the data protection information. Example: "Before signing the application, you must read the basic information on data protection presented on (...the back, at the bottom, etc.)."

As indicated by the Spanish Data Protection Agency, the legal text of the information must be clearly visible.

Example:

And the second layer?

You must complete the information in the first layer in full, as well as add any additional information required by the regulations that was not included in the first layer.

Where could the second layer be displayed?

• On a paper form, it could be on the back of the form.

• On an online form, via a hyperlink.

• On a telephone call, in the call itself by selecting an option, or by offering the option to receive it electronically or by mail.

Summary table of the two layers:


Programa Kit Digital, iniciativa del Gobierno de España. Cofinanciado por los Fondos Next Generation EU del Mecanismo de Recuperación y Resiliencia. Kit Digital

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