What You Need to Know About the GDPR (and Why!)

What You Need to Know About the GDPR (and Why!)

Is your business GDPR compliant?

Unless you've been hiding under a rock lately, you have probably heard about the GDPR.

The GDPR is the General Data Protection Regulations that are coming into effect for people living in the European Union (EU) beginning Friday, May 25, 2018.

Here is what you need to know*:

What is the GDPR?

The General Data Protection Regulation (GDPR) is regulation in EU law on data protection and privacy for anyone living in the European Union. (Which countries make up the European Union? Click here). The regulation also addresses the export of personal data outside the EU - so, wherever you live.  The GDPR gives control of their personal data to the citizens of the EU. They have the right  to know who has their data, why they have it, what they are doing with it, who they are sharing it with, and how to access it and delete it.

The GDPR actually came into being in April 2016, but there has been a two-year transition period in place. It becomes enforceable on May 25, 2018.

Why is it important?

The GDPR is important to residents of the EU because of the rights they will now have regarding their own personal data worldwide. It is important to those outside the EU because if you are collecting, processing or holding the data of someone in the EU and they have not consented for you to have it or use it, you could face stiff fines (up to $20 million pounds or 4% of your company's worldwide income). This is a law, and it is enforceable, so that is what makes it so important to understand. 

What kind of data is included?

The regulations include what is called "Personal Data". Basically, the main purpose of the GDPR is to protect the personal data of EU citizens. Personal data is anything that is identifiable to a specific person. It's not just about email addresses. It's about IP addresses of computers, names, addresses, credit card information, and more.

How will it affect my business?

If you are not connecting with or marketing to residents of the EU, you could be safe. However, this doesn't mean that you have EU customers. This includes your customers, your email subscribers, your website and blog visitors, anywhere you have contact with EU citizens is affected. If you are using custom audiences for your Facebook Ads, you will need to be sure your mailing list knows. And if you are using Google Analytics or Facebook pixels on your website, you are collecting cookies and that needs to be made compliant (for EU citizens) as well. 

The GDPR regulations are for data processors and data controllers. , etc. the basis of the GDPR is that it includes data processors and data controllers. The official definitions of these two are:

Data controller:  Article 4 (7) ‘controller’ means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law;

Data processor: Article 4 (8) ‘processor’ means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller;

Data controllers are you, and anyone else who works within your company who has access to the data that is being collected. 

Data processors are the businesses or services you might use to process the data that is being collected.

Simple example: If you have an opt in on your website, and you use Aweber as your email service, and you have Google Analytics activated on your website, YOU are the data controller. Aweber and Google Analytics are the data processors. Make sense? So your data processors are your ecommerce/bookkeeping systems (or services), your email system, etc. 

What do I need to do to comply with GDPR?

Review your processes and update as necessary:

  • Maintain records of the data you are collecting and processing (or having processed on your company's behalf). 
  • Make a list of those who are processing your company data for analytics, mailing lists, marketing, payment processing, online storage systems, web hosts, website, etc.
  • Ensure that you have proof of consent for personal email data (ie mailing list). If you can't prove consent, obtain fresh consent.
  • Implement a system for people to choose the way you can use their data (ie allow them to opt out of any and all forms of retargeting, marketing, segmentation, and communication).
  • Develop a plan to remove stale data from your company's records.
  • Be certain that your business's data processors are GDPR compliant.
  • Educate your employees, subcontractors and partners on your procedures if they are handling your data in any way, or provide a Code of Conduct for them to adhere to.
  • Update your Privacy Policy on your website to include GDPR compliant language (or add a special GDPR addendum to your existing Privacy Policy if you prefer and link it to your existing policy). Add a link to this page on every page of your website, and on your data collection forms (order forms, email opt ins).
  • Update your Terms of Service on your website to include GDPR compliant language. Link your terms page to your Privacy Policy page.
  • If you do use analytics or a Facebook pixel, install a notification (pop up) to tell people their data is being collected when they visit your site.
  • Ensure that your contacts are able to contact you easily if they have they questions about their data that you may be in possession of, or request for their data to be deleted from your possession ('the right to be forgotten').
  • Develop a system to handle a data breach, should it occur.

Get more information:

If you want the whole shebang in plain English, this is the best article we have found to explain it clearly: Varonis (Michael Buckbee): GDP Requirements in Plain English

Suzanne Dibble is a UK lawyer who provides excellent information about GDPR compliance. She has a free checklist here: http://globalava.org/gdpr . She also runs an excellent GDPR specific Facebook group (download her checklist to get an invitation to join it), where you can get specific help.  She also sells a GDPR Compliance Pack that provides all the forms you might need to become compliant, if you want a handy little package (the webinar is very helpful too!) 

The Bottom Line:

Whether you are actively marketing to EU citizens or not, these are good changes to make to your business. It probably won't be long before something like this is rolled out by other countries as well. Data protection is a huge topic of discussion in all areas of business. Don't avoid the whole thing and hope you don't get caught. Do what you need to, to become compliant. Know what data you are collecting, develop good procedures to handle, process and store it, and make sure your connections know that too, and you'll be just fine. 


Disclaimer: The Global Alliance of Virtual Assistants (GAVA) is not an official GDPR resource. GAVA is a educational website and blog, and the information contained within this site in no way constitutes legal advice. Any person who intends to rely upon or use the information contained herein in any way is solely responsible for independently verifying the information and obtaining independent expert advice as required to become GDPR compliant.

*Article sources: Suzanne Dibble (UK Lawyer), Information Commissioners Office (ICO), Varonis Systems Inside Out Security, Europa EU, Wikipedia (definitions), 

How to Stay Committed To Your Business

YES!When starting your own business it’s often easy to get yourself started, but a lot harder to keep yourself going when things get a bit more tough.  Here are ten tips to help you stay committed.

Set goals.  Without goals, there’s really not much reason for you to be in business.  If you want to stay connected to your business, it helps to make yourself realize why you’re in business to begin with.

Keep goals in mind.  You started your business for a reason.  You need to keep that in mind so you don’t get weighed down by the day-to-day of your work.  Keep little pictures or other memorabilia around that remind you of why you’re doing this is the first place.

Be flexible.  There’s not a one-size-fits-all method to success; you might have to try a lot of things before you find what’s right for you.  The key is to be flexible and willing to try new things when things aren’t working for you.

Be persistent. While you may want to change when things aren’t working, you can’t give up on everything so quickly.  You have to be willing to keep trying and keep going even if things don’t go well.

Make it fun.  We all want to do things that are fun, and shy away from things that aren’t.  Make sure the avenues you pursue are not only profitable, but enjoyable to you.  If you have stuff you need to do that isn’t as fun, try turning it into a game, just like you probably do with your kids to get their chores done.

Find supportive people.  It’s a lot easier to stay committed to something if there are people on the sidelines cheering you on.  Take time to talk to people who are supportive of your business.  If you don’t have many, try finding people like you online and at local classes so you can encourage each other.

Get help.  If you’re like most people, you probably think you can get your business going on your own.  And if you’re like most people, you probably can’t.  Starting your own business is a big job, and it’s perfectly normal to need a little help or guidance.  Try to find a mentor who has already been successful in your area to guide you and give suggestions.  They will also be a constant reminder that what you’re

trying to do is achievable.

Review what you’ve done.  If you’re feeling like you want to give up or just feel beaten down, take out a pen and paper and write down what you’ve accomplished since you started your business.  Even if it’s just little stuff, write it down.  By the time you’re finished you’ll probably feel better realizing how much you’ve accomplished.  Then keep the list and review it and update it every so often to keep yourself going.

Expand yourself.  You’ve probably found that when you have a new idea or project, you get very excited about it.  Try to constantly expand yourself by going to seminars, reading ebooks, getting newsletters, and doing other things to keep yourself coming up with new ideas and getting new projects.  The more new things you do, the more excited you’ll be about just doing your work.

Stay positive.  A positive attitude goes a long way in keeping you motivated.  Take steps to keep yourself looking on the bright side of life and work and it will be easier to keep yourself going.

Rewarding Current Clients

Customer ServiceDon't you hate it when you see those commercials offering new customers huge discounts over what you are now paying as a long-term customer? Apartments, cell phone companies, and cable companies are especially guilty of this practice. This is why people often do not live in apartments long term, like to switch cell phone companies, and move back and forth between cable companies. They want the best deal.

Your customers are no different. If they see you offering new client deals often, but never any loyalty discounts or rewards to current clients, they might decide it's time to move on to someone who is offering new client rewards rather than stick with you. Thankfully, if you want to you can build in client rewards to your business model and keep your current clients happy.

You don't have to break the bank to reward your customers either. You can create simple reward programs that both value your time and your customers' loyalty.

* Create a VIP Program - Create a VIP program that is only open to current customers. You can actually charge a sign-up fee for your VIP program. Once someone is signed up they can earn valuable discounts, freebies and special access to customer care.

* Send Cards/Gifts Regularly - Current customers will love getting cards and thank you notes. If you send cards on their special days such as birthdays, anniversaries and more, they'll feel rewarded. Ensure that you've included a small discount on their special days or exclusive package deals just for them based on their preferences.

* Deliver Exceptional Service - You can reward your customers simply by giving them outstanding, exceptional customer service each and every time you deliver their product or service. Remember, you are here for them, not the other way around.

* Host a Free Webinar - Make this for customers only, and allow them to ask you questions that you answer live. You can do this on Google+ Hangout, or via a service like GoToWebinar.com. What's more you can record it, and then transcribe it to reuse later and perhaps add to your FAQ or knowledge base.

* Provide Advance Notification - If you're getting ready to launch a new product or service, always notify your current customers first, giving them an opportunity to grab the new items at a special discount before offering it to the general public.

* Offer Unannounced Premiums - When your customers put things in their shopping cart, it's always nice to throw in something they didn't expect for free. It doesn't cost you much to throw in a free eBook or eReport. If they spend enough, even sending them a free T-shirt is a small price to pay to make them feel appreciated.

The main thing to keep in mind is that customer acquisition is very expensive compared to customer retention. Any small thing you can do to up their perception of your value will be something they won't soon forget, especially in this age of rewarding new clients over current. Be different, stand out, reward current clients first.