Achieving GDPR compliance for an Australian software company to enable UK expansion

Australian tech companies expanding to the UK must navigate complex GDPR requirements. This is required to ensure compliant data processing practices from the outset. This case study outlines how TechGDPR helped one Australian software firm achieved GDPR compliance for Australian tech companies expanding to the UK. This was done through tailored workshops, anticipatory data mapping, and strategic documentation support.

Background

The client is an Australian software development company that provides innovative management solutions to the automotive repair industry. Their platforms connect automobile repair shops with third parties, such as manufacturing and insurance companies. As a result, they streamline the exchange of information about used parts or parts needed, thereby maximizing productivity and efficiency. As the company grew, they planned to expand operations to the UK market. To ensure a seamless entry and avoid future complications, the client aimed to ensure GDPR compliance before moving forward with the expansion.

Causes

The company was planning to expand operations to the UK. Through research, the company became aware of the strict requirements for GDPR compliance in the new market. They recognized the need for expert guidance to navigate ambiguities in GDPR regulations that posed challenges. Some specific challenges they identified included addressing specific concerns about the legality of certain data processing activities in the UK. Consequently, the client processes personal data directly or enables its customers to process personal data. For this reason, the client needed to develop a comprehensive GDPR compliance strategy. This strategy had to ensure their operations and those of their clients are fully aligned with UK regulations.

Objectives

1. Understand GDPR Framework: Introduce the company to GDPR requirements and its implications for data processing activities.
2. Prepare for Future Compliance: Develop an anticipatory Record of Processing Activities for the company’s planned expansion into the UK market.
3. Assist RoPA Maintenance: Assist the company implement best practices for maintaining and updating Records of Processing Activities (RoPA) to ensure ongoing GDPR compliance.

Solution

The following three-step approach was employed by TechGDPR:

1. Workshop
   • Firstly, TechGDPR scheduled workshops with the client for a comprehensive understanding of the company’s organizational structure and the applicability of the GDPR. Along with the client, TechGDPR discussed specific concerns, such as the data sharing between the UK and Australia between salesperson and sales manager. These workshops are crucial for clarifying the company’s data processing activities and laying the foundation for effective data mapping in the next steps.
2. Anticipatory Data Mapping
   • Additionally following one on one interviews within the company, Records of Processing Activities (RoPA) were created to account for the anticipated activities of the company’s UK based subsidiary. RoPAs were created separately for the Australian entity and anticipated UK entity, creating a clear distinction of the data processing roles per processing activity between each entity.
3. RoPA Guidance
   • A guideline for drafting, updating, and maintaining RoPAs was created to support GDPR compliance as the company expands into the UK in the future.
     Based on request, a list of Data Protection Management Systems (DPMs) was provided to serve as an alternative to the RoPA spreadsheet to offer a wider
     range of tools that can help maintain compliance.
4. Addressing Specific Concerns
   • Lastly, recommended solutions were drafted to address the client’s specific concerns, such as data aggregation, secondary data use, and international data transfers. Guidance was provided on the importance of data processing agreements (DPAs) and retention periods.

Outcomes

Enhanced Understanding: The client gained a thorough understanding of GDPR requirements and how they apply specifically to their business operations.

Effective Documentation: The client established a framework for documenting and managing data processing activities. As a result, this framework will not only assist the company in streamlining their operational processes but also ensure a smoother expansion into the UK market.

Future Implications: Lastly, the client is equipped to make informed decisions on GDPR compliance, having gained the tools and expertise to assess and document their data processing activities. With the right tools and guidelines in place, the company now has the capability to support ongoing regulatory adherence and safeguard their operations as they grow in the UK market.

GDPR compliance for Australian tech companies expanding to the UK

With detailed workshops, tailored data maps, and practical guidelines, the client is well-positioned for its expansion into the UK market. The company gained a clear understanding of GDPR requirements. In effect, the client also learned how to use tools and a framework to manage data processing activities. This proactive approach ensures that the client can effectively handle compliance. As a result, they were able to reduce risks as they launch their platform in a new country. Establishing a solid foundation of GDPR compliance opens the door to a smoother transition. Allowing companies to have long-term success in the EU market.