GDPR compliance for the self-employed

Since it came into force in May 2018, the General Data Protection Regulation (GDPR) has placed considerable demands on companies of all sizes, including the self-employed and freelancers. Compliance with this regulation is not only a legal obligation, but also a key factor in building customer trust and avoiding potentially life-threatening fines. This article highlights the key aspects of GDPR compliance that self-employed people need to be aware of.

The legal significance of the GDPR for the self-employed

The GDPR applies to all companies and individuals who process the personal data of EU citizens, regardless of the size of the company. For self-employed individuals, this means that they must comply with the same strict data protection standards as large corporations. The regulation stipulates that personal data may only be processed lawfully, fairly and in a transparent manner for the data subject (Art. 5 para. 1 lit. a GDPR). This includes any form of data processing, from collection to storage to erasure. Self-employed persons must be aware that they are considered data controllers within the meaning of the GDPR and therefore bear full legal responsibility for compliance with data protection regulations. A breach of the GDPR can lead to significant fines in accordance with Art. 83 GDPR, which can amount to up to 20 million euros or 4% of annual global turnover – whichever is higher.

Core elements of GDPR compliance for the self-employed

In order to work in compliance with the GDPR, self-employed persons must observe several key elements:

1. lawfulness of data processing: Any processing of personal data must be based on one of the legal bases specified in Art. 6 GDPR. For many self-employed persons, this will often be the consent of the data subject (Art. 6 para. 1 lit. a GDPR) or the performance of a contract (Art. 6 para. 1 lit. b GDPR).

2. transparency and information obligations: Data subjects must be comprehensively informed about the processing of their data in accordance with Art. 13 and 14 GDPR. This is usually done by means of a detailed privacy policy.

3. data security: Technical and organizational measures must be implemented to ensure a level of protection appropriate to the risk (Art. 32 GDPR). This may include encryption techniques, regular backups and access controls.

4. safeguarding the rights of data subjects: Self-employed persons must be able to respond promptly and fully to requests from data subjects regarding their rights (e.g. access, rectification, erasure) (Art. 15-22 GDPR).

5. documentation obligations: It must be possible to prove compliance with the GDPR. This requires careful documentation of all data protection-relevant processes and decisions (Art. 5 para. 2 GDPR).

Practical implementation of the GDPR requirements

For the practical implementation of the GDPR requirements, it is advisable for self-employed persons to proceed systematically:

1. inventory: First, all processes in which personal data is processed should be identified. This includes customer data, employee data (if available) and possibly data from business partners.

2. check legal bases: There must be a legal basis for all data processing in accordance with Art. 6 GDPR. Where necessary, consent must be obtained or contracts adapted.

3. create a privacy policy: A comprehensive privacy policy that fulfills all information obligations under Art. 13 and 14 GDPR must be drafted and made easily accessible.

4. implement technical measures: This can include encrypting emails, securing websites with SSL certificates and setting up secure backup systems.

5. establish processes for data subjects’ rights: Clear processes must be defined on how to respond to requests from data subjects, for example regarding information or deletion of data.

6. check processors: If external service providers are used for data processing (e.g. cloud services), corresponding contracts for order processing must be concluded in accordance with Art. 28 GDPR.

7. carry out a data protection impact assessment: For processing operations that pose a high risk to the rights and freedoms of natural persons, a data protection impact assessment pursuant to Art. 35 GDPR is required.

8. regular review and updating: Compliance with the GDPR is an ongoing process. All measures and documents should be reviewed regularly and updated as necessary.

Implementing the GDPR may initially seem like a challenge for many self-employed people. However, it also offers the opportunity to strengthen customer trust and position yourself as a responsible business partner. A proactive approach to data protection can not only minimize legal risks, but also provide a competitive advantage.

In view of the complexity of the GDPR and the potentially serious consequences of violations, it is advisable for self-employed persons to seek advice from a specialist lawyer when implementing the data protection requirements. This will ensure that all relevant aspects are taken into account and that the measures implemented are legally compliant.