Annual Data Protection Checklist

Data Protection & GDPR

ANNUAL DATA PROTECTION CHECKLIST

In order to maintain compliance, it is essential to ensure key documentation is accurate, updated, and well organised.

As required by the UK GDPR, there are several key documents that should be reviewed periodically, annually is advised, to maintain their accuracy and relevance.

You may be thinking ‘How often should I update a DPIA?’ or ‘When do policies need to be updated?‘

There is no black and white answer here, but an annual review process ensures you stay on top of these documents. Of course, you may need to update them sooner if things change, but implementing an annual review process ensures you keep a handle on the ever-changing landscape of data protection compliance.

Below, you’ll find a useful guide outlining the critical areas to review, helping you demonstrate your commitment to compliance, and stopping you from having to ask those questions like ‘How do I stay GDPR compliant?‘ and ‘How often does my ROPA need updating?‘.

WHAT SHOULD I UPDATE?

Compliance with UK data protection legislation requires ongoing attention, including regular reviews of essential documentation.

Whilst maintenance of some key documentation is an ongoing process, others require systematic review processes to ensure they are kept up-to-date. Below are some key documents that should be periodically assessed to support your compliance efforts.

DATA PROTECTION IMPACT ASSESSMENTS

You should be completing DPIA’s for any high risk processing activities. Reviewing these annually ensures they remain accurate and up to date with changing risk landscapes. Consider whether your use case has changed, do you have new security measures? Lots can change in a year - this is especially important for CCTV DPIA's.

POLICIES & PROCEDURES

POLICIES AND PROCEDURES

Ensure your policies, and associated processes, have been reviewed to mirror any changes, personnel changes, or changes in your environment. For example, if you have moved to a more hybrid working model have you implemented a remote working policy, or a working from home policy? Have you started using any new systems that weren't previously covered in a records management policy?

PRIVACY NOTICE

A key compliance document, ensure it captures all of your processing, and includes reference to any new technology, for example, artificial intelligence. Ensure it is accessible, in an easy to read format, and it is fit for its intended audience. If you are handling childrens data, have you considered how children may access privacy information?

TRAINING

Are you confident that your staff are adequately equipped? Consider the need for a training needs analysis, role based training, or updating materials to ensure they’re relevant. There are lots of off the shelf models available, but perhaps you have a team that would benefit from in-person training, or a expert that would excel on an accredited training course.

RECORD OF PROCESSING ACTIVITIES

Have you regularly updated your ROPA? Has anything changed? Double check that your ROPA is up-to-date and accurate, encompassing all of your processing activities, and take into account anything that may have stopped, or started, this past year. Understanding how your data flows has many benefits beyond compliance.

AUDITING

Have you performed an internal audit? How about considering an external one?It is a good idea to implement regular audits, these could be department specific, or organisation wide. But assessing your compliance position is beneficial to understanding current practice, and planning for the future.

KEEP EVERYTHING UP TO DATE

Data protection compliance is not just a tick box exercise, ensuring your remain compliant entails ongoing maintenance and checks. By staying on top of the accuracy of your documentation you will be better equipped to continue to maintain, or improve, your compliance position.

Need help maintaining your documents?

If you would like to see how DPAS can support your compliance efforts contact us now by clicking the link below.

WHY IS IT IMPORTANT TO REVIEW YOUR PRIVACY PRACTICES?

Regularly reviewing how you handle data is more important now than ever, since we process more and more personal data every day. Laws like the UK GDPR and Data Protection Act 2018 set high standards for protecting personal information, and new laws such as the anticipated Digital UK Act (DUA) Bill, staying compliant is not just a box-ticking exercise, it’s an ongoing responsibility that we need to consider.

Data protection practices need to keep up with changes in technology, organisational processes, and new threats, including those presented by cybersecurity. Vulnerabilities can change over time, and what worked last year might not be good enough anymore – technology is constantly changing. By revisiting your key documents, you can identify gaps, remediate risks, and ensure that your organisation is aligned with the latest requirements.

This is not just about avoiding fines or reputational damage, though those are very real risks. It’s also about building trust, customers and stakeholders want to know their data is safe with your organisation. On top of that, regular reviews encourage accountability and awareness among staff, reducing the chances of mistakes that could lead to a breach, and improving the attitude towards data protection challenges, resulting in an improved culture.

Ultimately, by staying proactive and refining your data protection practices, you’re not just complying with the law, you’re safeguarding your reputation and keeping your organisation competitive in a world where data is more important than ever.

HOW CAN DPAS HELP?

At DPAS, we offer many different services to support your organisation with your ongoing compliance. For example:

If your organisation needs data protection support, get in touch with our team. We’ll be happy to help.

Annual Data Protection Checklist