That is why, your company need to inform your customers’ annually using notice send by email to all customers to fulfill the legal requirements needed to protect the customers’ data privacy.
- IT expert
- Data manager
- Company’s administrative personnel responsible to make sure that the business stay current and keep being compliant with all of the privacy regulation and guidelines.
- Legal staff with complete knowledge of the current legislated law as well as updated with the newest privacy case so they can provide input as well as performing the due diligence for the privacy drafts and the revisions before enacted.
- Business partners who use the customer’s data for research or marketing should understand about the limits of data that you can provide to them.
- Adjunct business contractor or staff who need access to sensitive data since it affects the ability to perform their jobs.
- The company’s commitments
You can use this point to explain about how the customers’ data is encrypted and will be kept safe, that their data won’t be sold and other things you want the customers to know.
- Method used in collecting and using customers’ data
If your company also collect and use any personal data or location data which stored inside the users’ devices locally, then you should also disclose it
- Method used in sharing the customers’ data
You need to explain to the customers about your company’s plan on sharing the customers data and which company you will share the data with. Usually, you will talk about your business partner and affiliates that you think will give some value to the customers.
- Options that the customers can choose about their data
- Customers’ right for privacy
You need to inform your customers about the laws for their privacy rights. For example, you need to inform them that they have the right to make request about the information on whether the personal data has been disclosed to any third parties and the third party’s identity, and the reason for the disclose whether it is for marketing or any other purpose. They also have right to know if the company sell any personal data without consent.
- Contact information
You need to provide contract information that your customers can reach to for questions, feedback and other request about privacy. It should include various methods such as telephone, email and even physical address.
- Method used to track the customers’ account activity
So, you need to explain on the method used by the cookies to track the customers’ account activity and that if the customers want, they can also de-implement the cookie tracking themselves.
Remember that this part should be reviewed by the IT, marketing, compliance and legal so they can define which activity patter that the company track and how the information from the tracking is used.
Data Management Best Practices to Protect Customers’ Data
Data management is very important to make sure that the customers’ data is valudated, acquired, protected, and stored using standardized method. That is why, it is important to develop and implement the correct process so the data is kept accessible, up-to-data and reliable. Here are data management best practices that you can use to protect the customers’ data:
Create strong cataloging method
If you want to use data, it is important for you to find the data that you need right away. That is why, you need to create file system and reporting that is future friendly and users friendly.
You should use standardized and descriptive file naming method that can be easily find using file format that can be search and also discovered using data sets with long term usage.
Use metadata on data sets
You need to add metadata on the data sets so you will have descriptive information on the data itself. The metadata should also have information about the structure, permissions and content of the data and it should be discoverable to be used in the future.
Plan the data storage
You surely want to be able to access the data that you have anytime you need. That is why, you need to have data storage planning that is very essential for the data management process.
Create a storage plan that will work for the business that you do including the preservation method and backup method needed. Think about your business scale since method that might work on huge enterprise not necessarily applicable for small business need. Break down your requirements and start from there to find the best storage plan that suitable for your company.
Documentation method is very essential practice for all data management. So, it is important for you to create documentation in multiple level that can help to give full context on why the data actually exist as well as how it will be utilized.
Data culture implementation
You need to implement data culture by prioritizing data analytics and experimentation especially by the company’s departments and leaderships. This thing is important since strategy, leadership, time and even budgets are needed so you can conduct proper training for the employee.
Furthermore, if all of your executive agree with the data management method used then you will be able to implement them to all departments in your company and create stronger collaboration inside the company.
Commitment to privacy and security
Being committed to privacy and security of the data will actually increase your company’s data quality. Especially since security itself is very important to gain trust and build relationship with your customers.
Use high quality software
This is actually a recommendation that you use high quality software that can help you to manage the data that you need. With the software you can use both external and internal data assess which is very helpful in developing governance plan for your company.