GDPR - When does data become personal data, and what exactly comprises personal data? As a software developer, I am currently in the process of developing a small video analytics tool. I would like to take extra care regarding the GDPR, and have a hard time understanding the following: Suppose I assign a user a randomly generated ID and store that ID in a database on my server and in a Cookie on the user's browser. This ID can be used to identify the user as &quot;that specific user&quot; (although I know nothing more about that user, just that the ID's match). Is this already personal data, or are any additional data points (videos that this user watched, in my case) considered personal data as the previously stored ID allows a clear assignment to a specific user (by ID)? I am struggling to wrap my head around the idea that any data in combination with a unique identifier is supposed to be personal data, as in the example above, the user can be identified as a specific user, but arguably, no one could ever match that user to an actual, natural person? For example, if I assign a visitor of a website an ID and additionally store his/her favourite colour, how is this even personal data?
From Article 4 of the GDPR: ‘personal data’ means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person; The fact that you can use the ID in your database, along with the value returned by the cookie you set to identify the user makes it personal data. The favorite colour is information relating to an individual. The fact that it is connected to the cookie ID means that it is personal data.
The GDPR does not outlaw such processing of personal data. It merely regulates how and for what purposes you can process personal data. In general, you can conduct any processing activity as long as it has a clear purpose and a legal basis. Here, the purpose would likely be something like “conducting business with my clients” and the legal basis would be a “legitimate interest”. A legitimate interest always requires a balancing test that weighs your interests against the interests and rights of the affected persons. For example, can the affected persons reasonably expect such processing activities? In a professional setting, it can probably expected that business partners keep notes about contact persons so your intended processing could be fine. The GDPR does impose some general constraints. There are general principles like data minimization and storage limitation – you should only collect data that is necessary for your purpose, and shouldn't store it for longer than necessary. You should think about appropriate technical and organizational measures (TOMs) to protect the processing activity, for example about how your CRM is hosted, how backups are made and how security updates are installed, who has access to the personal data, and how the people with access to the personal data can be trained. For example, such training might inform your employees that they can only use the data in the CRM for business purposes, but absolutely not for personal purposes like asking Gina from reception out for a date.
Yes When personal data is processed in the context of an EU/EEA/UK establishment (for example, by a company with offices in the UK), then all these processing activities must fully comply with the GDPR, regardless of where the data subjects are located. For the UK GDPR: This Regulation applies to the processing of personal data in the context of the activities of an establishment of a controller or a processor in the United Kingdom, regardless of whether the processing takes place in the United Kingdom or not. For the EU GDPR: The GDPR applies to: a company or entity which processes personal data as part of the activities of one of its branches established in the EU, regardless of where the data is processed; or …
Art 13 GDPR is about information to be provided when data is collected directly from the data subject. This information can be provided directly during/before collection. It is not generally necessary or useful to send the data subject an email with this information. Usually, a SaaS website will provide the information under Art 13 as part of their privacy policy, and link it in easy to find places. Also consider the EDPB guidelines on transparency, which suggests a layered approach: in addition to a detailed privacy policy, summarize key information directly when the data is collected, e.g. next to an input form.
GDPR seems quite clear that if you are recording calls, video and/or audio, you must get consent. Wrong. The GDPR requires that your have a legal basis for processing personal data. Consent is a legal basis but there are others. With respect to note taking, the GDPR only applies to “personal data wholly or partly by automated means and to the processing other than by automated means of personal data which form part of a filing system or are intended to form part of a filing system.” So, if they notes are not about an individual (and many B2B phone calls will not be) or are neither automated nor filed, the GDPR does not apply. If they are captured by the GDPR, you need to have a legal basis for the notes. Again, consent is one but it is not the only one.
Is there any sources of information where extraction of data from a closed source application and provided to a data subject is further defined? No, the GDPR is based on &quot;general principles&quot; and does not concern itself with implementation details for such matters. It's possible there's EU case law on this, but I can't find any. Am I within my rights to insist on this, even if to comply they would have to do some software development? Yes you can demand it, but they don't have to comply with your demand. The information only has to be provided in a &quot;concise, intelligible and easily accessible form, using clear and plain language.&quot; and they only have to provide the information electronically where &quot;reasonably practical&quot; to do so, and they only have to take &quot;reasonable steps&quot; to do all this per Section 52 of the Data Protection Act 2018 which implements GDPR into UK law. You can complain to the Information Commissioner's Office, and they will decide if Section 52 has been complied with or not. 52 Form of provision of information etc (1) The controller must take reasonable steps to ensure that any information that is required by this Chapter to be provided to the data subject is provided in a concise, intelligible and easily accessible form, using clear and plain language. (2) Subject to subsection (3), the information may be provided in any form, including electronic form. (3) Where information is provided in response to a request by the data subject under [the Right of access by the data subject], the controller must provide the information in the same form as the request where it is practicable to do so.
The European Convention on Human Rights has an article about privacy (article 8). Note that this is from the Council of Europe, which is not the same as the European Union: non-EU member states such as Russia, Turkey, and Azerbaijan are also part of the Council of Europe and therefore the ECHR. I'm not sure if you first have to go to a lower court, but the European Court of Human Rights is the authority on this (commonly mistaken for the European Court of Justice, but they are distinct entities). According to this ruling of the ECtHR, it is not illegal to monitor your employees' communications per se. However, the monitoring has to be: for legitimate purposes ("the employer had only accessed the account in the sincere belief that it contained only messages of a professional, not personal, nature"), proportionate ("it was the only possible way available"), and communicated to the employee (or, if the monitoring is not announced, at least the restriction on personal use should be communicated, for example through company policy). In the European Union, there is also the GDPR, but this does not change much. It applies to your employer the same as any other organisation and basically says that they have to be reasonable about it: collect only what they need, for a legitimate purpose, and tell you about it. I think you should be able to request a copy of any data they collected about you, ask a human to review an automated decision, and your other usual rights. They don't need your consent to start collecting data, as Esa Jokinen already commented: "GDPR doesn't even require consent to handle PII data, but the consent is just the last option when there's no other legitimate reason to process the data." In fact, your employer probably cannot ask you for consent: because of the employer–employee imbalance of power, the consent would probably not be considered to be freely given (where this article mentions "The GDPR states", I think they are referring to recital 43).
You are responsible for what data is being processed by your website. When you embed third party components on your website (e.g. iframes, scripts), you are at least jointly responsible with the third party providing these components. You are only responsible for what happens on the website (i.e. what processing is under your control), not for what the third party provider does with collected data on their services. However, note that information will be transferred to Google's servers regardless of whether the visitor has a Google account! The Fashion ID case is relevant case law establishing and explaining these points. Since you are (jointly) responsible, you need a legal basis for collecting personal data through the tracking snippet and sharing it with the third party (here Google). For example, the legal basis could be a legitimate interest, or could be consent. A legitimate interest requires that you balance this interests against the interests, rights, and freedoms of the data subject (the site visitor). If the data subject wouldn't reasonably expect this tracking, you cannot rely on a legitimate interest. Consent can always work, except that it is a freely given, informed opt-in – likely unsuitable for conversion tracking. Which legal basis to use is primarily your responsibility. You argue that the tracking snippet does not collect personal data. However, this argument is not well supported. Under the GDPR, personal data does not only include directly identifying information such as an email address, but also any information “relating” to an identifiable person. Identification includes the ability to single out someone, e.g. by a browser fingerprint. For purposes of conversion tracking, Google will clearly try to collect data that allows the visitor to be singled out, thus collecting personal data. Furthermore, specific kinds of information are regulated by the ePrivacy directive. This includes “traffic data” and “information stored on a terminal device”, regardless of whether this information is personal data under the GDPR. Under ePrivacy, such information can only be used as strictly necessary to provide the service requested by the user (and conversion tracking is not strictly necessary), or when the user gives their consent. Depending on what information is collected by the tracking snippet and on whether you are subject to ePrivacy, you would have to collect consent anyway. There is also the issue that Google Ads is an US-based service, and transferring data to the US is largely illegal since the 2020 Schrems II ruling. The US do not provide an adequate level of data protection, so that transfers would require additional safeguards. Standard Contractual Clauses (SCCs) for Controller to Controller transfers are not sufficient by itself. Of course those extra safeguards are effectively impossible to implement and no one is doing this correctly, but it's worth considering that there is additional legal risk. Explicit consent can provide a legal basis for transfers even to a country with inadequate protections, but that mechanism is intended for occasional transfers. In conclusion: you have wrongly concluded that no personal data would be involved you are jointly responsible with Google for whatever data is processed by the conversion tracking snippet you need a legal basis for sharing this data with Google legitimate interest may be sufficient, depending on what data is involved (consider ePrivacy) and depending on the result of your legitimate interest balancing test alternatively, you may require every visitors consent to track their conversions – unlikely to result in good data additionally, such use of Google Ads may run into issues around international transfers due to the Schrems II ruling this kind of stuff is difficult, and no one is really doing this correctly :/