Navigating GDPR Lawful Bases: A Guide for Data Processing

The General Data Protection Regulation (GDPR) requires that companies have a lawful basis for processing personal data. There are six lawful bases for processing personal data, and it is essential that businesses understand each one and determine which basis applies to their data processing activities. In this article, we will explore the key components of GDPR lawful bases and how businesses can ensure compliance with GDPR regulations when processing personal data.

Key GDPR Lawful Bases

A. Consent

1. Definition of consent: Consent means the individual has freely given, specific, informed, and unambiguous agreement to the processing of their personal data.
2. How to obtain valid consent: To obtain valid consent, organisations must ensure that consent is given through a clear affirmative action and is granular, specific, and separate from other terms and conditions.

B. Contractual necessity

1. Definition of contractual necessity: Contractual necessity refers to the processing of personal data that is necessary for the performance of a contract to which the individual is a party.
2. How to determine if this basis applies: To determine if this basis applies, the processing of personal data must be necessary for the performance of a contract with the individual, or for taking steps at the request of the individual before entering into a contract.

C. Legal obligation

1. Definition of legal obligation: Legal obligation refers to the processing of personal data that is necessary for compliance with a legal obligation.
2. How to determine if this basis applies: To determine if this basis applies, the processing of personal data must be necessary for compliance with a legal obligation to which the controller is subject.

D. Vital interests

1. Definition of vital interests: Vital interests refer to the processing of personal data that is necessary to protect the vital interests of the individual or another natural person.
2. How to determine if this basis applies: To determine if this basis applies, the processing of personal data must be necessary to protect the vital interests of the individual or another natural person.

E. Public interest

1. Definition of public interest: Public interest refers to the processing of personal data that is necessary for the performance of a task carried out in the public interest or in the exercise of official authority.
2. How to determine if this basis applies: To determine if this basis applies, the processing of personal data must be necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

F. Legitimate interests

1. Definition of legitimate interests: Legitimate interests refer to the processing of personal data that is necessary for the legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights, or freedoms of the individual.
2. How to determine if this basis applies: To determine if this basis applies, the processing of personal data must be necessary for the legitimate interests pursued by the controller or a third party, and must not override the interests, rights, or freedoms of the individual. A balancing test must be performed to determine if the legitimate interests outweigh the individual’s interests.

G. Special categories of personal data

1. Definition of special categories of personal data: Special categories of personal data include information about an individual’s race, ethnicity, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health data, or sex life or sexual orientation.
2. How to determine if this basis applies: The processing of special categories of personal data requires one of the above lawful bases as well as explicit consent, legal claims or defences, protecting the vital interests of the individual or another person, carrying out the organisation’s obligations in the field of employment, or substantial public interest.

Organisations must carefully consider which lawful basis is appropriate for their data processing activities and ensure that they are complying with GDPR requirements for that basis.

Considerations for Choosing a Lawful Basis

When choosing a lawful basis for processing personal data under GDPR, there are several important considerations to keep in mind.

First, businesses need to consider the impact on data subject rights. The GDPR requires that businesses take into account the rights and freedoms of data subjects when choosing a lawful basis for processing. This means that businesses must ensure that the chosen basis does not unduly interfere with the rights of the individuals whose data is being processed. It is important to conduct a balancing test between the legitimate interests of the business and the rights and freedoms of the data subjects.

Second, businesses must ensure accountability and documentation of the lawful basis chosen. The GDPR requires that businesses keep records of their data processing activities, including the lawful basis for processing personal data. This is important for demonstrating compliance with GDPR regulations and for ensuring transparency in data processing activities.

Finally, businesses should consider the risks and liabilities associated with data processing. Some lawful bases may carry higher risks and potential liabilities than others, and businesses must ensure that they have taken all necessary steps to minimise these risks. This includes implementing appropriate data protection measures and ensuring that all processing activities are in line with GDPR requirements.

By carefully considering these factors, businesses can choose a lawful basis that not only allows them to process personal data lawfully, but also ensures that they are meeting their obligations under GDPR and minimising risks and liabilities.

Best Practices for GDPR Compliance

A. Conducting Data Protection Impact Assessments (DPIAs):

Under GDPR, organisations are required to conduct DPIAs when data processing activities are likely to result in a high risk to the rights and freedoms of data subjects. Conducting a DPIA involves assessing the risks and benefits of data processing activities and identifying ways to mitigate any risks. Organisations should ensure that DPIAs are conducted before undertaking new data processing activities and that they are regularly reviewed and updated.

B. Implementing Appropriate Technical and Organisational Measures:

Organisations must implement appropriate technical and organisational measures to ensure the security of personal data. This includes measures such as access controls, encryption, and regular backups. Organisations should also ensure that their employees are properly trained on data security and that they are following best practices.

C. Ensuring Ongoing Compliance:

1. Regularly reviewing and updating lawful bases for data processing: Organisations should regularly review and update their lawful bases for data processing to ensure that they are still valid and that they are being implemented correctly. This can help organisations avoid potential compliance issues.
2. Seeking legal advice when necessary: GDPR compliance can be complex, and organisations may need to seek legal advice to ensure that they are meeting their obligations. This can include seeking advice on lawful bases for data processing, conducting DPIAs, and responding to data subject requests.

By implementing these best practices, organisations can better ensure GDPR compliance and minimise the risk of potential fines and reputational damage associated with non-compliance.

Conclusion

In conclusion, understanding the different GDPR lawful bases is crucial for any organisation that processes personal data. By knowing the different lawful bases, companies can determine the most appropriate basis for their data processing activities and ensure that they are in compliance with GDPR regulations. Considerations for choosing a lawful basis should include impact on data subject rights, accountability and documentation, as well as risks and liabilities associated with data processing. Best practices for GDPR compliance include conducting DPIAs, implementing appropriate technical and organisational measures, and ensuring ongoing compliance by regularly reviewing and updating lawful bases and seeking legal advice when necessary. By following these best practices, organisations can protect personal data and maintain compliance with GDPR regulations.