Workplace use of facial recognition and fingerprint scanning

Philippa DonnFebruary 2024

Just because you can use biometric data, doesn’t mean you should

The use of biometric data is escalating, and recent enforcement action by the UK Information Commissioner’s Office (ICO) concerning its use for workplace monitoring is worth taking note of. We share 12 key considerations if you’re considering using facial recognition, fingerprint scanning or other biometric systems.

In a personal context, many use fingerprint or iris scans to open their smartphones or laptops. In the world of banking facial recognition, voice recognition, fingerprint scans or retina recognition have become commonplace for authentication and security purposes. The UK Border Force is set to trial passport free travel, using facial recognition technology. And increasingly organisations are using biometrics for security or employee monitoring purposes.

Any decision to use biometric systems shouldn’t be taken lightly. If biometric data is being used to identify people, it falls under the definition of Special Category Data under UK GDPR. This means there are specific considerations and requirements which need to be met.

What is biometric data?

Biometric data is also special category data whenever you process it for the purpose of uniquely identifying an individual. To quote the ICO;

Personal information is biometric data if it:

relates to someone’s physical, physiological or behavioural characteristics (e.g. the way someone types, a person’s voice, fingerprints, or face);
has been processed using specific technologies (e.g. an audio recording of someone talking is analysed with specific software to detect qualities like tone, pitch, accents and inflections); and
can uniquely identify (recognise) the person it relates to.

Not all biometric data is classified as ‘special category’ data but it is when you use it, or intend to use it, to uniquely identify someone. It will also be special category data if, for example, you use it to infer other special category data; such as someone’s racial/ethnic origin or information about people’s health.

Special category data requirements

There are key legal requirements under data protection law when processing special category data. In summary, these comprise:

Conduct a Data Protection Impact Assessment
Identify a lawful basis under Article 6 of GDPR.
Identify a separate condition for processing under Article 9. There are ten different conditions to choose from.
Your lawful basis and special category condition do not need to be linked.
Five of the special category conditions require additional safeguards under the UK’s Data Protection Act 2018 (DPA 2018).
In many cases you’ll also need an Appropriate Policy Document in place.

Also see the ICO Special Category Data Guidance.

ICO enforcement action on biometric data use in the workplace

The Regulator has ordered Serco Leisure and a number of associated community leisure trusts to stop using Facial Recognition Technology (FRT) and fingerprint scanning to monitor workers’ attendance. They’ve also ordered the destruction of all biometric data which is not legally required to be retained.

The ICO’s investigation found the biometric data of more than 2,000 employees at 38 leisure centres was being unlawfully processed for the purpose of attendance checks and subsequent payment.

Serco Leisure was unable to demonstrate why it was necessary or proportionate to use FRT and fingerprint scanning for this purpose. The ICO noted there are less intrusive means available, such as ID cards and fobs. Serco Leisure said these methods were open to abuse by employees, but no evidence was produced to support this claim.

Crucially, employees were not proactively offered an alternative to having their faces and fingers scanned. It was presented to employees as a requirement in order to get paid.

Serco Leisure conducted a Data Protection Impact Assessment and a Legitimate Interests Assessment, but these fell short when subject to ICO scrutiny.

Lawful basis

Serco Leisure identified their lawful bases as contractual necessity and legitimate interests. However, the Regulator found the following:

1) While recording attendance times may be necessary to fulfil obligations under employment contracts, it doesn’t follow that the processing of biometric data is necessary to achieve this.

2) Legitimate interests will not apply if a controller can reasonably achieve the same results in another less intrusive way.

Special category condition

Initially Serco Leisure had not identified a condition before implementing biometric systems. It then chose the relevant condition as being for employment, social security and social protection, citing Section 9 of the Working Time Regulations 1998 and the Employment Rights Act 1996.

The ICO found the special category condition chosen did not cover processing to purely meet contractual employment rights or obligations. Serco Leisure also failed to produce a required Appropriate Policy Document.

Read more about this ICO enforcement action.

12 key steps when considering using biometric data

If you’re considering using biometrics systems which will be used to uniquely identify individuals for any purpose, we’d highly recommend taking the following steps:

1. DPIA: Carry out a Data Protection Impact Assessment.

2. Due diligence: Conduct robust due diligence of any provider of biometric systems.

3. Lawful basis: Identify a lawful basis for processing and make sure you meet the requirements of this lawful basis.

4. Special category condition: Identify an appropriate Article 9 condition for processing special category biometric data. The ICO says explicit consent is likely to most appropriate, but other conditions may apply depending on your circumstances.

5. APD: Produce an Appropriate Policy Document where required under DPA 2018.

6. Accuracy: Make sure biometric systems are sufficiently accurate for your purpose. Test and mitigate for biases. For example, bias and inequality may be caused by a lack of diverse data, bugs and inconsistencies in biometric systems.

7. Safeguards: Consider what safeguards will be necessary to mitigate the risk of discrimination, false acceptance and rejection rates.

8. Transparency: Consider how you will be open and upfront about your use of biometric systems. How will you explain this in a clear, concise, and easy to access way? If you are relying on consent, you’ll need to clearly tell people what they’re consenting to, and consent will need to be freely given. Consent: Getting it Right

9. Privacy rights: Assess how people’s rights will apply, and have processes in place to recognise and respond to individual privacy rights requests.

10. Security: Assess what security measures will be needed by your own organisation and by any biometric system provider.

11. Data retention: Assess how long you will need to keep the biometric data. Have robust procedures in place for deleting it when no longer required.

12. Documentation: Keep evidence of everything!

More detail can be found in the ICO Biometric Data Guidance.

The value of risk assessments in the world of data protection compliance

Robert BondFebruary 2024

In the world of data protection, we have grown used to, or even grown tired of, the requirement to carry out a Data Protection Impact Assessment (DPIA) or a Privacy Impact Assessment (PIA) as it called in some jurisdictions.

What are DPIA and PIA?

They are processes that help assess privacy risks to individuals in the collection, use and disclosure of personal information. They identify privacy risks, improve transparency and promote best practice.

In a report by Trilateral Research & Consulting, commissioned by the ICO in 2013 , it was recommended that “Ensuring the “buy-in” of the most senior people within the organisation is a necessary pre-condition for a successful integration of privacy risks and PIA into the organisation’s existing processes. PIA processes need to be connected with the development of privacy awareness and culture within the company. Companies need to devise effective communication and training strategies to sustain a change in the mindsets of, and in the development of new skills for, project managers. The organisation needs to deliver a clear message to all project managers that the PIA process must be followed and that PIAs are an organisational requirement. Simplicity is the key to achieve full implementation and adoption of internal PIA guidelines and processes.”

The GDPR and guidance from Data Protection Authorities make it clear projects that may require a DPIA include:

A new IT system for storing and accessing personal data;
Using existing data for a new and unexpected purpose;
A new database acquisition
Corporate restructuring
Monitoring in the workplace

A DPIA will become mandatory in the following cases:

Systematic and extensive evaluation of personal aspects of natural persons which is based on automated processing, including profiling, and on which decisions are based that produce legal effects on the individual or similarly affect the individual
Processing on a large scale of special categories of data or data relating to criminal offences
Systematic monitoring of publicly accessible areas on a large scale

Some data protection authorities have published guidance on how and when to effectively use a DPIA and the DPIA process is best broken down into several distinct phases which are:

Identify the need for the project to have a PIA
Describe information flows
Identify privacy risks
Identify privacy solutions
Record outcomes and obtain sign-off
Integrate outcomes of PIA into project plan

But it is not as simple as set out above.

My experience is that if a DPIA is a risk management tool and is to be considered at the outset of a project, then almost every project or new processing activity needs a pre-DPIA screening process. This at least flags up if a full DPIA is needed and will highlight any areas of risk.

These risks may not only relate to possible infringements of fundamental rights but also to business and reputational risks and infringements of other laws.

Assuming a full DPIA is needed then it is not long in the process before we are assessing the lawful grounds for processing and if we are relying on Legitimate Interests then we need to do a Legitimate Interests Assessment.

Legitimate Interests Assessments (LIAs) – the “balancing test”

An essential part of the concept of Legitimate Interests is the balance between the interests of the Controller and the rights and freedoms of the individual:

‘processing is necessary for the purposes of the legitimate interests pursued by the controller or by a Third Party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of Personal Data, in particular where the data subject is a child.’ GDPR Article 6(1)(f)

If a Controller wishes to rely on Legitimate Interests for processing Personal Data it must carry out an appropriate assessment, called a Legitimate Interests Assessment, or LIA. When carrying out an LIA, the Controller must balance its right to process the Personal Data against the individuals’ data protection rights.

In certain circumstances an LIA may be straight forward. However, under the accountability provisions of the GDPR, the Controller must maintain a written record that it has carried out an LIA and the reasons why it came to the conclusion that the balancing test was met.

International Data Transfer Risk Assessments

In so many projects and data sharing activities we find that personal data is being transferred and the EDPB guidance on risk assessment must be followed and for Controllers in the UK then the ICO guidance applies. There are six steps:

The six steps:

Note that, in order to meet the GDPR’s accountability requirements, each of these steps would need to be documented, and the documentation provided to the supervisory authorities on request.

Step 1: Know your transfers

Understand what data you are transferring outside the EEA and/or UK, including by way of remote access. Perhaps fairly self-evident, but can be challenging when it comes to onward transfers by processors (to sub- processor, or even sub-sub-processors).

Step 2: Identify your transfer tool(s)

Identify what lawful mechanism you are relying on to transfer the data.

Step 3: Assess whether the transfer mechanism is effective in practice

Now we come to the crucial question: in practice, is the transferred personal data afforded a level of protection in the third country that is essentially equivalent to that guaranteed in the EEA/UK?

The EDPB recommends considering multiple aspects of the third country’s legal system, but in particular the rules granting public authorities rights of access to data. Most countries allow for some form of access for law enforcement and national security, and so the assessment should focus on whether those laws are limited to what is necessary and proportionate in a democratic society.

If, after this assessment, you decide your transfer mechanism, ensures an equivalent level of protection, you can stop there. If, however, you decide that the local law does impinge on the protection afforded by your transfer mechanism, you must proceed to Step 4.

Step 4: Adopt supplementary measures

The EDPB separates potential supplementary measures into three categories: technical, contractual, or organisational.

Step 5: Procedural steps if you identified any supplementary measures

This step may lead you to impose regular audits on the importing party.

Step 6: Re-evaluate at appropriate intervals

Monitor developments in the recipient country which could impact your initial assessment. The obligations on the data importer under solutions like the EU Standard Contractual Clauses should help here, as it is required to inform the data exporter of a change of law which impacts its ability to comply with the SCCs.

AI, analytics and new technologies

The EU AI Act is intended to apply to any business that puts AI or uses AI on or in the EU market and so is extra-territorial in its reach. More than that, the AI Act will integrate with and co-exist alongside existing legislation such as the General Data Protection Regulation, the Digital Services Act and the draft Cyber Resilience Act.

The use of new technologies such as smart devices, internet of things and artificial intelligence, coupled with the economic and humanitarian uses of big data analytics, means that there has to be a balance between the acquisition of personal data and the rights of citizens.

Beyond GDPR, PECR, Digital Services Act and so on, assessing your supply chain is more important now than ever, particularly as we rely so much on international suppliers and distributors as well as physical and digital supply chains. We have learned to address issues in the supply chain, such as bribery, competition, modern slavery, and intellectual property; however, more recently we have had to consider geopolitical issues, import and export controls, and other compliance and ethics issues. Now in 2024, we must also consider environmental, sustainability, cyber resilience, digital safety, and accessibility of physical products and digital services that we provide.

Harmful Design in Digital Markets

A position paper on Harmful Design in Digital Markets by the ICO and the CMA is targeted to firms that deploy design practices in digital markets (such as on websites or other online services), as well as product and UX designers that create online interfaces for firms. It provides:

an overview of how design choices online can lead to data protection, consumer and competition harms, and the relevant laws regulated by the ICO and CMA that could be infringed by these practices; and
practical examples of design practices that are potentially harmful under our respective regimes when they are used to present choices about personal data processing. These practices are “harmful nudges and sludge”, “confirmshaming”, “biased framing”, “bundled consent” and “default settings”.

It now needs us to assess how we manage Data Protection by Design and how we respect consumer choices. Yet another assessment to minimise potential risks!

Nearly 6 years on from the General Data Protection Regulation, we now face a growing list of assessments that we need to carry out, from Legitimate Interest Assessments, Transfer Risk Assessments, Privacy by Design Assessments, Accessibility Assessments, Children’s Code compliance, and now Online Safety, AI and Cyber Resilience….and the list goes on. Have we reached the point where we need an Assessments Handbook that incorporates these various assessments I have outlined and ensure they integrate with each organisations overall risk management policy?

Used appropriately, I find that these assessments really do manage risk and not only protect the rights of individuals but also protect the business from reputational and brand damage. Sometimes, the use of a risk assessment at the start of or even at an early stage of a project, can act as a “Stop” sign and cause the project team and compliance team to say “just because we can doesn’t always mean we should”.

Robert is Senior Council and Privacy Partnership Law. He's specialised in data protection & information law since 1983 and has advised businesses and charities on a range of global compliance issues. He is Past President of the Society for Corporate Compliance & Ethics and the Health Care Compliance Association, a founder member of the United Nations Expert Group on Governance of Data and AI, a Fellow of the Society of Advanced Legal Studies, a Companion of the British Computer Society, and an Industry Commissioner at the Data & Marketing Commission.

Data protection by design and default – what does that mean really?

Emma ButlerJanuary 2024

It’s an obligation in GDPR, but it can still be confusing to get to the heart of what ‘data protection by design and default’ really means, and what you need to do as a result.

It’s often used as a proxy for ‘do a DPIA’ but it’s so much more than that. I’ve seen it described as building or baking in data protection from the start. That’s more accurate but still leaves the question “yes but what does that actually mean?”

What does GDPR say?

It helps to go back to the source, not just article 25 GDPR (1) and (2) but also recital 78. These tell you what the legislators were concerned about, namely implementing the principles. They specifically call out the following.

Data minimisation
Purpose limitation
Retention
Wide disclosure / accessibility of the data
Transparency
Making sure individuals know what’s going on
Allowing organisations to set up and improve security measures.

Both the article and the recital mention pseudonymisation as one way to implement the data minimisation principle. It’s an example though, not a mandatory requirement.

The end of recital 78 seems to be directed at those producing software and systems, as well as public tender processes. My take on this is that the legislators were keen to make sure that organisations needing to comply with GDPR didn’t fall at the first hurdle due to a lack of thought for data protection compliance in systems and software. Their expectation is clear for those designing these things for organisations, and I think their hope was that it would lead to software and systems producers having to raise their game to stay competitive.

How to put data protection by design and default into practice

To put this obligation into practice, people often jump to PETs (privacy-enhancing technologies, not Charlie the golden retriever). There have been loads of studies, reports and articles on a range of specific technical measures, too much to go into here. In reality, and in my experience, these more sophisticated methods and third-party software solutions tend to only be available to those with deep pockets and an internal tech team.

The reality for many organisations is to embed DP compliance into processes and policies. When I work with clients on this, I tend to start by looking at how things get done in their organisation.

How do you go from “I’ve had a great idea” to “it’s gone live today”?
Where are the gatekeepers and / or the decision makers for ideas and projects?
How do you manage and record the different steps, phases or tasks needed?
How do you identify who needs to be involved, and then involve them?

Once you understand the process and who’s involved, look at what already exists. Many organisations use certain tools to project manage, to assign tasks to people, to report and manage bugs or other issues and so on. Many organisations already have a form or process to suggest ideas, ask for approvals, and to get items on the to do list.

I have found an effective approach is to build on what is already there. No-one will thank you for introducing a new 4-page form on data protection stuff. No-one will fill it in. Where are the points in the processes, or on the forms, or in the tool template to add the DP stuff? Can you add in questions, checklists, templates, approval points and the like?

Examples of data protection by design and default solutions

Speaking of checklists and templates, one of the most effective DP by design ‘solutions’ was where the organisation created a ‘standard build template’ that incorporated key DP principles. So anytime anything needed building or expanding, the build requirements already included things like specific security measures, elements of data minimisation and controls for the end users.

With another organisation there was a two-part solution. One part was for those developing the idea and deciding on the data collection. This involved adapting their project documentation to include key elements from a DPIA and a way to check each data field requested was actually necessary, as well as identify where it might be sensitive or need greater care. The other part was a checklist for those implementing the new thing that set out some core requirements such as the ability for the end user to take certain actions with their data, and what settings or controls had to be off by default. This approach also encouraged better communication between the two groups, as they worked together on which solutions would best implement the core requirements.

Think of the people

Getting to a practical implementation of DP by design and default involves taking a people-centred approach. Both in terms of collaborating with the relevant people internally, as well as thinking about impacts on and risks to the individuals whose personal data you are doing things with.

You also need to consider your organisation’s position on DP compliance. The law might want everyone to do the gold standard, but that’s not the reality we live in. How far you go in implementing DP by design and what your measures look like will be influenced by things like your organisation’s risk appetite, their approach to risk management, any relevant vision or principles they have, or any frameworks or internal committees in place covering compliance, ethics, and so on.

Your colleagues can also be a great asset. Your business development people will have information on what corporate customers are asking for, your end user support people will have intel on what the users complain about. How far do these overlap and where do they conflict?

For example, I have seen the same transparency issue in multiple organisations where both corporate customers and end users want to understand how the product or software works. The corporate customers need to do compliance diligence, and the end users want to know if they can trust the organisation with their data. Producing something for both audiences on how it all works not only helps implement the transparency point of article 25, it also checks if different parts of the organisation have the same understanding of how it works, and flags up discrepancies.

Sometimes, doing something because it leads to a good consumer experience or higher levels of satisfaction gets you to the right place, and can be an easier sell than labelling it a ‘DP compliance requirement’.

Some organisations have the resources to do user research and surveys, and the results of these can be very useful to the DP people. If you can work with and understand the objectives and the pain points of colleagues (such as those managing infrastructure, information security, compliance, risk management, customer support and even the executive team), you’ll be in a good place to see where you slide in your DP stuff, and piggyback on other initiatives.

This is one area of GDPR that takes an outcome-based approach. And the joy that is that it is scalable and adaptable to each situation, and to each organisation’s resources and capabilities. So by focusing on the required outcomes, and putting people at the centre, achieving data protection by design and default can be a lot easier than it first appears.

Quick Guide to UK GDPR, Marketing and Cookies

Philippa DonnJanuary 2024

How UK GDPR and PECR go hand-in-hand

Most have heard of GDPR. However, data protection law existed way before this new kid arrived on the block in 2018. And let’s not forget in the UK, GDPR has an equally important cousin called PECR.

The UK’s Privacy and Electronic Communications Regulations (PECR) have been around since 2003 before the days of smartphones and apps. Organisations need to consider both UK GDPR and PECR when it comes to marketing and cookies.

Why marketers need to pay attention

There are more fines issued by the Information Commissioner’s Office (ICO) for falling foul of the PECR marketing rules than there are under UK GDPR. Under UK data reform plans, the amount the Regulator can fine under PECR could be set to increase substantially to a maximum of around £17 million. Currently the maximum fine under PECR is £500k. So it’s worth taking notice.

This is a quick overview, and we’d encourage you to check the ICO’s detailed marketing guidance and cookie guidance.

What’s the difference between UK GDPR and PECR?

In a nutshell…

UK GDPR

✓ Tells us how we should handle personal data – information which could directly or indirectly identify someone.
✓ Sets out requirements organisations need to meet and their obligations.
✓ Provides us with seven core data protection principles which need to be considered whenever we handle personal data for any purpose, including marketing.
✓ Defines the legal standard for consent, which is relevant for direct marketing
✓ Gives people privacy rights, including an absolute right to object to direct marketing.

One of the principles is that processing of personal data must be lawful, fair and transparent. This includes making sure we have a lawful basis for our activities.

PECR

✓ Sets out specific rules for marketing to UK citizens, for example by emails , text messages or conducting telemarketing calls to UK citizens.
✓ Sets out specific rules when using cookies and similar technologies (such as scripts, tracking pixels and plugins).

PECR is derived from an EU directive, and EU countries have their own equivalent regulation which, whilst covering similar areas, may have different requirements, when marketing to their citizens.

We’ve written about the specific rules for email marketing and telemarketing here:
UK email marketing rules
UK telemarketing rules
The ‘soft opt-in’ – are you getting it right

How do UK GDPR and PECR work together?

Direct marketing

Marketers need to consider the core principles of UK GDPR when handling people’s personal information. Furthermore, they need to have a lawful basis for each data activity. Of the six lawful bases, two are appropriate for direct marketing activities; Consent and Legitimate Interests.

Consent: PECR tells us, for certain electronic marketing activity, we have to get people’s prior consent. UK GDPR tells us the standards we need to meet for this consent to be valid. Consent – Getting it right

Legitimate interests: If the types of marketing we conduct don’t require consent under PECR , we may choose to request consent anyway, or we could rely on legitimate interests. For example, marketing to business contacts rather than consumers.

Under GDPR, we need to be sure to balance our legitimate interests with the rights and interests of the people whose personal information we are using – i.e. the people we want to market to. ICO Legitimate Interests Guidance

What about cookies?

PECR requires opt-in consent for most cookies or similar tech, regardless of whether they collect personal data or not. And we’re told this consent must meet the UK GDPR standards.

In simple terms, the rules are:

✓ Notify new users your website/app users about your use of cookies or similar technologies and provide adequate transparent information about what purposes they are used for.
✓ Consent is required for use of cookies, except a narrow exclusion for those which are ‘strictly necessary’ (also known as ‘essential’ cookies).
✓ Users need to be able to give or decline consent before the cookies are dropped on their device and should be given options to manage their consents at any time (e.g. opt-out after initially giving consent).

Our data, tech and the app-ocalypse

Philippa DonnJanuary 2024

In 2013, after Edward Snowden leaked thousands of secret files, the Kremlin’s security bureau did something interesting. They swapped computers for manual typewriters. Russian spooks reasoned hard copies were easier to protect than digital files. Furthermore, hackers might be able to infiltrate sensitive systems, but the old-school art of safe-cracking? It seemed to have fallen by the wayside.

As I get older, I’m beginning to think the Kremlin might have been onto something. Why?

Maybe it’s a generational issue. I’m Gen ‘X’. I grew up without mobile phones or the internet, but became familiar with the technology as it developed from the 1990s onwards. I enjoy technology. I respect it. I’m also, however, sceptical in a way many of my Millennial and Gen ‘Z’ colleagues may not be.

For me it boils down to two concerns – trust and over-reliance . Given how there’s now an app for everything, I have to ask – is the App-ocalypse Nigh ? What happens to the increasingly personal and intrusive levels of personal data entered into these ‘everything apps’.

Just because data’s aggregated into zeros and ones, it doesn’t mean it’s ‘tidy’. In fact, I suspect too many digital ‘data warehouses’ resemble the hoarder’s houses you might have seen on daytime TV, with stuff scattered everywhere.

It’s not just apps – the endless requirement to populate online forms is relentless. Now I hear more ‘frictionless facial recognition’ is planned at airports in the UK and elsewhere. And it’s making me uneasy. Technology is wonderful for creating efficiencies and streamlining processes. In my world alone, I see how clever privacy technology solutions ease the burden of data protection compliance.

But is technology always wonderful? Why am I uneasy?

An example – I needed to renew my driving licence. I went on to the Government website and duly entered a great deal of sensitive data. This included my passport number, my mother’s maiden name, my date of birth, my home address and my National Insurance number. This started me thinking… ‘How secure is this platform? What are the Government really doing to prevent my data falling into malicious hands?’

At the other end of the scale, I needed to reschedule a beautician’s appointment (much needed after eating my body weight in chocolate and cheese over Christmas). My call was met by a recorded message. I duly pressed ‘2’ to cancel/change an appointment. I was then informed I must (yes, they did say must) download the app to cancel/change appointments. A look at the app’s privacy information didn’t fill me with confidence, so I rang again, selecting ‘3’ for all other enquiries. After ten minutes of listening to promotions about fantastic rejuvenating treatments, I gave up. What if I prefer not to be forced to register and share my personal details via your app? I’m getting a face treatment, not applying for a pilot’s licence!

At this point, a shout out to the Kennel Club’s customer service. I took out their insurance for my puppy this year. They’re great. I’ve had to call twice, and each time a prompt pick-up from a lovely human. Somewhat of a rarity these days.

I recently read EasyPark Group, the owner of brands like RingGo and Park Mobile, were hacked. Yes, like many others I have RingGo. I was forced to download the app to use a station car park – there was no choice. I also have other parking apps. Oh the joys of standing in the rain in a car park trying to download yet another parking app. Handing over my data to yet another company. Will these companies protect it? What security measures and controls do they have? Did they conduct a DPIA? Was it outsourced to an app developer, possibly outside the UK/EU? Did they do any due diligence?

As well as my fears around data, I also worry for the significant minority disenfranchised by the widescale embrace of what my colleague Simon calls the ‘Mobilical Cord’. It’s so very true – I’m unable to properly function without my smartphone implanted in my paw. I use it to access the internet, my emails, messages, banking and so on. It’s also a crucial part of our company security – to authenticate I am really me.

The 2021 UK Census showed 90% of households had a home computer. 93% had access to a mobile phone. I suspect it’s higher now, but it’s still not everyone. As of 2023, according to research by Statista 98% of 16-24 year olds have a smartphone. However, this drops to 80% for the over 65s. Less tech-savvy and particularly the elderly are being left behind. My mother is 84. I got her a smartphone, but she hates it and doesn’t understand it. Apps? An enigma. She’s also terrified of online scams, knowing how the elderly are disproportionately targeted.

So, now we also face the prospect of passport-free travel. UK Border Force is set to trial an e-gate schemes similar to those rolled out in Dubai and Australia. This negates the need to show a passport, instead using facial recognition technology (FRT).

Phil Douglas, the Director General of Border Force has said “I’d like to see a world of completely frictionless borders where you don’t really need a passport. The technology already exists to support that.” He added: “In the future, you won’t need a passport – you’ll just need biometrics.”

According to the Times the biometric details of British and Irish travellers are already held after being collected in the passport application process. What does Phil Douglas feel about our personal biometrics being potentially harvested by countries with dodgy human rights records?

Too many people will shrug – an end to lengthy queues? Yes please. But who controls my facial map? How will it be used? Will it be shared? How will it be kept secure? Facial recognition tech also raises issues of bias in algorithms, and the potential for mistakes, with serious consequences.

I suspect, one day, there’ll be the kind of disaster one sees in movies, where the Internet collapses for a significant period. What then? I also wonder if, eventually, ambulance-chasers will identify companies using apps to disproportionately harvest data – and playing fast and loose with the safeguards set up to protect us. Will this become the next big Personal Indemnity Insurance (PII) style business opportunity?

What I do know is businesses who put all their eggs in one basket without contingencies, or fail to anticipate risk, are those likeliest to suffer when the app-ocalypse (however it manifests itself) is nigh!

Now, did I mention AI…?

The three foundations of good data governance

Simon BlanchardJanuary 2024

People, processes and technologies

Creating a clear data governance strategy is crucial to making sure data is handled in line with your organisation’s aims and industry best practice.

Data governance is often thought of as the management process by which an organisation protects its data assets and ensures compliance with data laws, such as GDPR. But it’s far broader than compliance. It’s a holistic approach to data and should have people at its very heart. People with defined roles, responsibilities, processes and technologies which help them make sure data (not just personal data) is properly looked after and wisely used throughout its lifecycle.

How sophisticated your organisation’s approach needs to be will depend on the nature and size of your business, the sensitivity of the data you hold, the relationships you have with business partners, and customer or client expectations.

Benefits of good data governance

There are many benefits this activity can bring, including:

Minimising risks to the business, your employees, customers and suppliers
Giving your people clarity around expected behaviours and best practices
Embedding compliance requirements

A strong data governance approach can also help an organisation to make the most of their data assets, improve customer experience and benefits, and leverage competitive advantage.

Data governance – where to start?

There are three foundational elements which underpin successful data governance – People, Processes and Technologies.

People

Engaging with stakeholders across the organisation to establish and embed key roles and responsibilities for data governance.

Many organisations look to establish a ‘Data Ownership Model’ which recognises data governance is an organisational responsibility which requires close collaboration across different roles and levels, including the delegation of specific responsibilities for data activities.

Here’s some examples of roles you may wish to consider:

Data strategy lead – such as Chief Data Officer / Chief Digital Officer
Data protection lead – such as Data Protection Officer (DPO), if you have one
Information security lead – such as Chief Information Security Officer (CISO) or Chief Technology Officer
Information asset owners (or data owners) – leaders of business functions / teams which collect and/or use personal data for particular purposes. Such as HR, Marketing & Sales, Finance, Operations, and so on.
Data specialists – heavy users of complex datasets, such as data analysts and data scientists.
System owners – the people who manage the key systems which hold personal data, such as IT managers.

Processes

Think about all the processes, policies, operating procedures and specialist training provided to guide your employees and contractors to enable them to handle data in line with your business expectations – as well to comply with the law. For example:

Data protection policies and provision of relevant training
Specific procedures for handling individual privacy rights requests and data breaches
Information security policies and provision of relevant training
Standard Operating Procedures and handouts

Without these in place and regularly updated, your people can’t possibly act in the ways you want and expect them to.

In my experience, success comes from keeping these items concise, and as relevant and engaging as possible. They can easily be forgotten or put in the ‘maybe later’ pile… a little time and effort can really pay dividends!

Technologies

The technologies which underpin all data activities across the data lifecycle. For example, your HR, marketing & CRM, accounting and other operational systems you use regularly. Data governance requires those responsible for adopting technologies to ensure appropriate standards and procedures are in place which ensure appropriate:

Accessibility and availability standards
Data accuracy, integrity and quality management
Privacy and security

Looking at privacy technology in particular, the solutions available have really progressed in recent years in terms of both their capability and ease of use. Giving DPOs and others with an interest in data protection clear visibility of where the risks lie, help to prioritise them and pointers to relevant solutions. They can also help provide clear visibility and oversight to the senior leadership team.

The ‘Accountability Principle’

Data governance goes hand in hand with accountability – one of the core principles under GDPR. This requires organisations to be ready to demonstrate the measures and controls they have to protect personal data and in particular, show HOW they comply with the other data protection principles.

Appropriate measures, controls and records need to be in place to evidence accountability. For example, a Supervisory Authority (such as the ICO) may expect organisations to have:

Data protection programme, with clear data ownership & governance and regular reporting up to business leaders
Training and policies to guide staff
Records of data mapping exercises and processing reviews, such as an Information Asset Register and Record of Processing Activities
Risk assessments, such as Data Protection Impact Assessments and Legitimate Interests Assessments
Procedures for handling of individual privacy rights and data breaches
Contracts in place between organisations which include the relevant data protection clauses, including arrangement for restricted international data transfers
Data sharing agreements

Ready to get started?

If you’re keen to reap the benefits of improved compliance and reduced risk to the business, the first and crucial step is getting buy-in from senior leadership and a commitment from key stakeholders, so I’d suggest you kick-off by seeking their support.

Data Protection Impact Assessments for Agile projects

Simon BlanchardNovember 2023

How to assess risks when a project has multiple phases

Agile methodology is a project management framework comprising of several dynamic phases, known as ‘sprints’. Many organisations use Agile for software & technology development projects, which often involve the processing of personal data.

From a data protection perspective, Agile (and indeed other multi-stage projects) present some challenges. The full scope of data processing is often unclear at the start of a project. The team are focussed on sprint one, then sprint two, and so on. So how do you get Privacy by Design embedded into an Agile project?

Conducting a Data Protection Impact Assessment (DPIA) is a legal requirement under data protection law for certain projects. Even when a DPIA is not mandatory it’s a good idea to consider the privacy impacts of any new processing.

Looking at a project through a privacy lens at an early stage can act as a ‘warning light’, highlighting potential risks before they materialise and when measures can still be easily put in place to reduce the risks.

If your organisation uses Agile, it’s likely you’ll need to adapt your DPIA process to work for Agile projects. Understand the overall objectives and direction of travel to get a handle on how data use will evolve and what risks might be involved.

Working together to overcome challenges

It’s important all areas of the business collaborate to make sure projects can proceed at pace, without unnecessary delays. Compliance requirements must be built into Agile plans alongside other business requirements – just as ‘Privacy by Design’ intended.

Those with data protection responsibilities need project management teams to engage with them at an early stage, to explore the likely scope of processing and start to identify any potential privacy risks, while there’s still time to influence solution design.

This isn’t always easy. Given the fluid nature of Agile, which is its great strength, there is often very limited documentation available for review to aid Compliance assessments.

Privacy questions often can’t be answered at the start – there may be many unknowns. So its key to agree what types of data will be used , for what purposes and when more information will be available for the DPIA – crucially before designs are finalised. Timings for assessment need to be aligned to the appropriate sprints.

As many companies have found, embedding privacy awareness into the company culture is a big challenge and ensuring Data Protection by Design is a key consideration for tech teams at the outset is an on-going task.

Example: data warehouse

Organisations with legacy data systems might want to build a data warehouse / data lake to bring disparate data silos together under one roof, gain new insights and drive new activity. It’s important to assess any privacy impacts this new processing create.

Using Agile, new capabilities may be created over several development phases. So it’s important to conduct an initial assessment at the start, but stay close to as the project evolves and be ready to collaborate again, in line with sprint timings – before data is transferred or before new solutions are created.

Top tips for ‘Agile’ DPIAs

Here are my top tips for a fluid DPIA process;

1. DPIA training & guidance – make sure relevant teams, especially IT, Development and Procurement, all know what a DPIA is (in simple layman’s terms) and why it’s important. They need to recognise the benefits of including privacy in scope from the start (i.e. ‘by Design’).

2. Initial screening – develop a quick-fire set of questions for the business owner or project lead, which will give the key information you need, such as

the likely personal data being use
any special category data, children’s data or vulnerable people’s data
the purposes of processing
security measures… and so on

Once it has been identified there is personal data involved you can start assessing the potential risks, if any. As odd as this may sound, it is not uncommon for tech teams to be unsure at the beginning of a project if personal data (as defined under GDPR to include personal identifiers) will in fact be involved.

3. DPIA ‘Lite’ – if there are potential risks, develop a series of questions to evaluate compliance against the core data protection principles of the GDPR.

The Agile environment can prove challenging but also rewarding. Adopting a flexible DPIA process which works in harmony with Agile is a positive step forward for innovative companies, allowing your business to develop new solutions while protecting individuals from data protection risks, as well as protecting your business from any possible reputational damage.

UK telemarketing rules

Philippa DonnNovember 2023

How to avoid falling foul of the rules for marketing calls

Hardly a month goes by without the UK’s Information Commissioner’s Office (ICO) fining another company for breaking the telemarketing rules under the Privacy and Electronic Communications Regulations (PECR).

I’m sure all of us have been on the receiving end of a dodgy call. The favoured have you recently been involved in an accident? springs to mind.

Tackling nuisance calls is clearly a key priority for the Regulator, so how do bone fide businesses avoid being tarred with the same brush as the rogue operators?

6-point telemarketing guide

1. Service vs marketing calls

The definition of direct marketing covers any advertising or promotional material directed at particular individuals. Routine customer service calls don’t count as direct marketing.

But if you’re treating a call as a service call (and not applying the marketing rules under PECR) you need to be careful the script / call guide and what your call handlers say in practice doesn’t stray into the realms of trying to get customers to buy extra products, services or to upgrade or renew contracts.

A Trade Union was fined in 2021 for not screening numbers against the TPS. The Union didn’t believe its calls were direct marketing, but the ICO judged they were. Just because you believe you’re acting in good faith doesn’t mean you are. Marketing messages and service messages

2. Consent or Legitimate Interests?

Telephone numbers which can directly or indirectly identify an individual are personal data and fall under the scope of UK GDPR. For example, when using someone’s personal or work mobile, direct line business number or home landline you’ll need to comply with both UK GDPR and PECR.

You’ll need to decide whether to rely on consent or legitimate interests as your lawful basis under UK GDPR to make telemarketing calls to people. In brief:

Consent: make sure this meets the requirement to be a specific, informed, unambiguous indication of someone’s wishes made with a positive action (e.g. an opt-in). Keep records of consent (including, if relevant the script used) and make sure withdrawing consent is as easy as it is to give it. Consent – getting it right
Legitimate Interests: conduct a Legitimate Interests Assessment (LIA), keep a record of this assessment and be sure to provide people with a way to opt-out of future calls. Legitimate interests – is it legit?

3. Live marketing calls to individuals

Below are the key rules to follow:

Don’t make marketing calls to anyone who’s told you they don’t want to hear from you. Keep a suppression file of all objections to telemarketing, and screen your campaigns against this internal ‘do not call list’.
Don’t make marketing calls to anyone registered with the Telephone Preference Service, unless you’ve collected consent to call them.
Say who’s calling – i.e. clearly state the name of your organisation.
Always display your number (or an alternative contact number).
Provide an address or freephone contact number if asked.
Make it easy to opt-out of further calls.

4. Remember sector specific rules

Stricter rules apply if you’re making calls about claims management or pension schemes. For claims management services you must have consent. For calls about pension schemes, you must have consent unless:

You are a trustee/manager of a pension scheme; or
A firm authorised by the Financial Conduct Authority; or
Your relationship with the individual meets strict criteria.

5. Automated calls

When using automated dialling systems which play a recorded message the rules are very strict. You must have:

Specific consent from individuals indicating they’re okay to receive automated calls; and
Calls must include your organisation’s name and contact address or freephone number; and
You must display your number (or alternative contact number).

In practice, these consent rules make genuine compliant automated calls very difficult.

6. Marketing/sales calls to business numbers

The rules under the UK’s PECR are the same for calling businesses as they are for individuals.

You can call any business that has specifically consented to your calls. Or, and most commonly…
You can make live calls to any business number which is not registered with the TPS or the Corporate Telephone Preference Service (CTPS). But only if they haven’t objected to your calls and you’re not calling about claims management services.

The reason screening against both TPS and CTPS is necessary (if you don’t have consent), is sole traders and some partnerships may have registered with the TPS.

Applicable laws for telemarketing

PECR gives us the rules for telemarketing calls in the UK and the ICO has published telemarketing guidance. As well as complying with PECR you should comply with UK GDPR for your handling of personal data.

The rules differ in other countries, so check local laws if your telemarketing extends to calling people in other territories. Many countries have a ‘do not call’ register similar to the Telephone Preference Service.

There are also specific rules under PECR for email marketing messages, see UK email marketing rules.

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