GDPR compliance

What does GDPR stand for?

The General Data Protection Regulation (GDPR), is a new EU regulation which builds on and replaces the 1995 EU Data Protection Directive (DPD) to give EU citizens more control over how their personal data is used and ensure it is better protected. GDPR significantly enhances the protection of the personal data of EU citizens and increases the obligations on organizations that collect or process personal data. It came into effect on 25 May 2018.

The regulation builds on many of the 1995 Directive’s requirements for data privacy and security, but includes several new provisions to strengthen the rights of data subjects and add more severe penalties for violations.

Whom does GDPR apply to?

Unlike the previous EU legislation (the 1995 EU Data Protection Directive), which governed entities within the EU, the territorial scope of the GDPR is far wider. GDPR also applies to non-EU businesses that collect or use any personal data of EU citizens within their businesses. GDPR therefore applies to any companies inside or outside of the EU that control or process data of EU citizens.

Both data collectors and data processors of businesses are affected by GDPR. Company processes should be recorded, implemented and reviewed on a regular basis, followed by staff training to ensure and demonstrate compliance.

Product updates

Zetadocs, Zetafax and Timemaster can all be used in ways that support your compliance with the GDPR. There was a product update for Timemaster to help with this; other products did not not require updates. Details of how you can ensure your use of our products is compliant with GDPR data privacy requirements are given here:

• Zetadocs Capture, Zetadocs Delivery, Zetadocs Approvals and Zetadocs Express
• Zetadocs Expenses
• Zetafax
• Timemaster

Data collection for marketing

It is essential to us that our marketing database is secure and fully compliant with GDPR. We work hard to create and share useful content for you, whether you are a user of our software, a partner, or if you have just expressed interest in our products and services. Some of the areas we’re working on include:

• Streamlining our data collection processes to enable higher levels of data privacy
• Updating our website forms to include more opt-in details
• Creating new processes that capture and store opt-in details

To opt in or out of email communications, inquire about the data we hold on you or delete personal data from our records in accordance with the GDPR, please email GDPR@equisys.com.

Legal documentation

We updated our Privacy Policy ahead of 25 May 2018 to include any product and data collection changes and to allow for the mandatory provisions required by Article 28 of the GDPR.