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Last updated on 2024年6月11日

How can you ensure data privacy when sharing data with third-party vendors?

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In today's interconnected world, sharing data with third-party vendors is often necessary for business operations. However, this practice raises significant concerns about data privacy. As you navigate these waters, it's essential to ensure that sensitive information remains protected from unauthorized access or misuse. This article will guide you through practical steps to maintain data privacy while sharing data with external parties, ensuring that your data management processes are secure and compliant with regulations.

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Brian Ogando, BSc, CDPP

Risk & Compliance Officer || Enterprise Risk Management Expert || Certified Data Protection Professional (CDPP) || AML,…
Alex Nzuki

Advocate | Data Protection & Privacy | A.I. (Policy) | Tech Law | Corporate | ADR | Human Rights

1 Vendor Vetting

Before you share any data, thoroughly vet potential third-party vendors. This means evaluating their data privacy policies, security measures, and compliance with relevant laws like the General Data Protection Regulation (GDPR). Look for vendors who demonstrate a strong commitment to data protection through certifications such as ISO 27001. It's also wise to conduct regular audits and require vendors to undergo penetration testing to uncover any potential vulnerabilities.

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Brian Ogando, BSc, CDPP

Risk & Compliance Officer || Enterprise Risk Management Expert || Certified Data Protection Professional (CDPP) || AML, CFT & CPF Expert || ESG Compliance Expert || Risk-Based Internal Audit || Internal Controls.
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Vendor Vetting: Before you share any data, thoroughly vet potential third-party vendors. This means evaluating their data privacy policies, security measures, and compliance with relevant laws like the General Data Protection Regulation (GDPR). Look for vendors who demonstrate a strong commitment to data protection through certifications such as ISO 27001. It's also wise to conduct regular audits and require vendors to undergo penetration testing to uncover any potential vulnerabilities.

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Diana Cruz

Economist || Data Specialist LATAM @Rappi
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Establishing legally binding agreements that outline the terms of data handling, including confidentiality clauses, data security measures, and provisions for data breach notification.

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Carina Costa

Gerente de Compliance | DPO | com expertise em ética Empresarial | Investiga??o | Due Diligence | Riscos | LGPD | Programa de Integridade | Apaixonada por temas de Comunica??o Persuasiva e Assertiva
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Todas essas tratativas s?o relevantes. Considero importante incluir cláusulas contratuais que estabele?am obriga??es claras para a prote??o de dados e verificar se o fornecedor possui histórico de incidente de seguran?a envolvendo dados pessoais.

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2 Data Minimization

When sharing data, provide only what is absolutely necessary. This concept, known as data minimization, is a key principle of data privacy. By limiting the scope of shared data, you reduce the risk of exposure. Carefully assess the data requirements of third-party vendors and strip out any information that isn't essential for the task at hand. Anonymize or pseudonymize personal data whenever possible to further protect individual privacy.

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Carina Costa

Gerente de Compliance | DPO | com expertise em ética Empresarial | Investiga??o | Due Diligence | Riscos | LGPD | Programa de Integridade | Apaixonada por temas de Comunica??o Persuasiva e Assertiva
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Antes de compartilhar dados sensíveis, é recomendável verificar se o fornecedor possui políticas de seguran?a e mecanismos de controle de acesso. Essas informa??es geralmente s?o encontradas no aviso de privacidade e ajudam a reduzir o risco de viola??es de dados e o compartilhamento n?o autorizado.

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Sheila Olubendi

Legal, Risk and Compliance Specialist; Advocate, High Court of Kenya
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In addition to Data Minimization it is important to conduct periodic audits to review the data being shared with third-party vendors, ensuring compliance with data minimization principles. Adjust data sharing practices as necessary to align with evolving privacy standards and regulations.

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3 Legal Agreements

To legally protect data privacy, binding agreements are crucial. Draft comprehensive contracts that clearly outline the responsibilities of third-party vendors, including how they should handle and protect your data. These contracts should include clauses on data processing, retention policies, and what happens in the event of a breach. Non-disclosure agreements (NDAs) can also be instrumental in ensuring that vendors understand the confidentiality of the shared data.

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Alex Nzuki

Advocate | Data Protection & Privacy | A.I. (Policy) | Tech Law | Corporate | ADR | Human Rights
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In addition to data protection clauses and security measures in legal agreements, it's important to mandate vendor employee training to those who have access to data as well as including the right to conduct regular audits of the vendor's data processing activities to verify compliance.

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4 Access Controls

Implement strict access controls to ensure that only authorized personnel from the third-party vendor can access your data. This may involve setting up role-based access controls (RBAC), which limit access based on a user's role within the organization. It's also important to maintain detailed access logs and regularly review them to monitor for any unauthorized attempts to access the data.

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Alex Nzuki

Advocate | Data Protection & Privacy | A.I. (Policy) | Tech Law | Corporate | ADR | Human Rights
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Role based access controls is critical in ensuring authorized personnel can access the data. Where possible, anonymize data before sharing with vendors and if that's not feasible, pseudonymization techniques goes a long way to reduce risk of identification

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5 Encryption Standards

Encrypting your data before sharing it with vendors is one of the most effective ways to ensure its privacy. Use strong encryption standards such as Advanced Encryption Standard (AES) with a key size of at least 256 bits. Encrypted data is unreadable without the correct decryption key, meaning that even if it falls into the wrong hands, it remains protected. Additionally, consider using secure file transfer protocols like Secure File Transfer Protocol (SFTP) when transmitting data to vendors.

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Carina Costa

Gerente de Compliance | DPO | com expertise em ética Empresarial | Investiga??o | Due Diligence | Riscos | LGPD | Programa de Integridade | Apaixonada por temas de Comunica??o Persuasiva e Assertiva
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Além de criptografar, é importante que o usuário implemente autentica??o de dois fatores (2FA) sempre que possível, para adicionar uma camada extra de seguran?a ao acesso de seus dados compartilhados.

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6 Continuous Monitoring

Lastly, maintain continuous monitoring of your data once it's in the hands of third-party vendors. This includes keeping an eye on how they use the data and ensuring they adhere to agreed-upon security practices. Set up alerts for unusual activity and conduct periodic reviews of vendor security practices. Remember, data privacy is not a one-time setup but an ongoing process that requires vigilance and regular updates to security protocols.

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Alex Nzuki

Advocate | Data Protection & Privacy | A.I. (Policy) | Tech Law | Corporate | ADR | Human Rights
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Continuous training and awareness remains the cornerstone of effective data protection. It empowers employees to act as the first line of defence against data breaches and vulnerabilities which in turn makes the environment more resilient.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Leonardo Dederichs Kronemberger ?????

Security Consultant Risk & Compliance at IBM | LGPD attorney | GDPR, Digital & Cyber Lawyer | Data Security and Privacy | Risk Management | DPO | Information Security Manager | Mentor | PMO | PWD Neurodiversity
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Garanta que a companhia terceirizada passou por um rigoroso processo de avalia??o de riscos (TPRM). Avalie evidências e certificados emitidos a empresa e pe?a a regulariza??o de quaisquer itens que estejam em desacordo com as boas práticas internacionais. Antes de compartilhar os dados, garanta que estes recursos estejam cientes de suas regras e políticas internas. é aconselhável que você forne?a uma pequena integra??o caso estes recursos venham a trabalhar regularmente para você. Caso n?o, exija que estas políticas sejam repassadas na integra??o interna da equipe da companhia terceirizada.

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How can you ensure data privacy when sharing data with third-party vendors?

1

2

3

4

5

6

7

1 Vendor Vetting

2 Data Minimization

3 Legal Agreements

4 Access Controls

5 Encryption Standards

6 Continuous Monitoring

7 Here’s what else to consider

Data Management

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How can you ensure data privacy when sharing data with third-party vendors?

1

2

3

4

5

6

7

1 Vendor Vetting

2 Data Minimization

3 Legal Agreements

4 Access Controls

5 Encryption Standards

6 Continuous Monitoring

7 Here’s what else to consider

Data Management

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感谢您的反馈

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