Organisations are increasingly dependent on the collection, processing, and storage of data for their continued business operations. However, growing concerns around data privacy and security are nudging businesses to comply with the regulations surrounding the protection of individuals’ personal data. The UK General Data Protection Regulation (GDPR) is an important data protection practice that outlines principles and requirements for UK businesses to protect any personal data they collect, store, and handle.
Not meeting such legal and compliance requirements can be a slippery slope. Fortunately, ERP systems like Microsoft Dynamics 365 Business Central ensure you meet the mandatory data privacy and protection requirements in your business operations. If you’re an SME, working with a certified Microsoft partner like Brookland Solutions ensures that you meet GDPR in business without compromising on your operational workflows.
In this blog, we’re exploring how Microsoft Dynamics 365 Business Central works as an efficient GDPR compliance platform for your business.
Understanding The Impact of GDPR on Business Systems
The UK GDPR applies to any business that handles, stores, or processes the personal information of UK or EU citizens. Here, personal data includes names, emails, bank details, and IP addresses. There are severe consequences of non-compliance, from fines and penalties of up to €20 million or 4% of annual global turnover (whichever is higher), to legal implications and lawsuits, all of which have the potential to cause irreversible reputational damage.
Organisations relying on legacy or outdated systems face an uphill task when looking to comply with GDPR in business.
How ERP Systems Are Instrumental for GDPR Compliance
Unlike traditional ERP systems, modern GDPR compliant ERP platforms work by centralising your data into a single system. This makes it easier to control access, implement security policies, and ensure complete accuracy to keep your business in line with GDPR requirements and policies.
Microsoft Dynamics 365 helps with GDPR compliance by:
- Automating data retention policies
- Controlling role-based access
- Maintaining audit trails for all data interactions
- Securing data using Microsoft’s robust encryption and cloud security
- Reduces manual data handling to boost transparency
Key GDPR ERP Features in Microsoft Dynamics 365 Business Central
The add-on GDPR-Toolbox solution makes meeting GDPR requirements, documenting, and reporting simpler. It’s also available for earlier versions of Dynamics NAV.
Ensure your organisation stays compliant with features, including:
Data Classification
This useful feature allows businesses to identify and label personal data fields, like name, phone number, etc., so that they can be tracked, safeguarded, and managed according to GDPR rules.
Right to Erasure Support
GDPR gives individuals the freedom to request deletion of their personal data, also known as the “right to be forgotten”. Microsoft Dynamics 365 Business Central’s feature can support this request by finding and deleting all related data across systems.
Data Portability
According to GDPR guidelines, if an individual asks for their data, an organisation must oblige and provide it to them in a commonly used, machine-readable format. Business Central has a functionality to support the easy export of such data.
Consent Management
GDPR states that user consent must be freely given, specified, and documented in records. As a GDPR compliance platform, Business Central assists in logging and tracking who gave consent, when, and for what purpose, across your business’ marketing and communication workflows.
These invaluable features in a GDPR compliance platform like Microsoft Dynamics 365 Business Central ensure SMEs meet key GDPR requirements and policies.
Best Practices to Meet ERP-Driven GDPR Compliance
If you already have an ERP system like Microsoft Dynamics 365 Business Central in place, we recommend the following best practices to improve compliance:
Conduct a GDPR Readiness Assessment
Before making any lasting changes, first assess how well your current ERP system handles personal data and where the risks lie.
Set Role-Based Permissions
Set role-based permissions to implement access control to sensitive data within the ERP to only those who need it. This restrictive access can reduce the likelihood of data breaches and internal threats.
Automate Data Retention Schedules
To comply with GDPR, set up rules defining automatic deletion or archival of personal data after a predefined period.
Invest in Regular User Training
Train your employees using the ERP system regularly on GDPR and its importance, and how to handle data correctly within the GDPR compliance platform.
Monitor Activity Logs
Microsoft Dynamics 365 Business Central can track who accessed what data and when. Regularly reviewing these logs using the reporting features can help detect and report any suspicious activity or changes made.
How Brookland Solutions Supports GDPR Compliance
Complying with GDPR is not a one-time event but an ongoing process that requires the right tools, expertise, and a long-term commitment. When you partner with us, we can provide you with all three and more.
With in-depth knowledge of ERP implementation and maintaining data privacy and security, Brookland Solutions ensures customisation of the Business Central system according to your business to create a GDPR compliance platform.
Here’s how we help your business align with GDPR rules:
- GDPR-Ready System Configuration: We set up your ERP in such a way that it’s already aligned with GDPR rules from the get-go.
- Ongoing Compliance Audits: We don’t just implement, we also assess and review the system through audits to ensure you are completely compliant.
- Custom Training for End Users: We take care of training, teaching your employees how to properly handle data and reduce errors.
- Dedicated Support and Regulatory Updates: As regulations keep updating, we offer continued assistance so that your system is always up to date.
Reach out to us today to audit your current system and align your business ERP with GDPR requirements.
