What does a Data Protection Officer do?

Hearing about the data protection career can be quite intriguing, and you may find yourself wondering, "What does a Data Protection Officer (DPO) do?"

The role of a DPO may not be glamorous, and it may often be forgotten, but DPOs are essential in today's digital environment. This is especially since digitalisation is the way to go if a business wants to survive in today's economic environment. The COVID-19 pandemic which devastated the global economy has proven that those that can quickly adapt and implement digital transformation are the ones that will make it through adversitye.

However, malicious actors know how important digitalisation is to businesses; and as such, this makes customer and employee data incredibly vulnerable. Businesses will want to ensure that this data is protected; and such is the task of data protection officers.

To learn more about Data Protection, the DPO job description, and the importance of DPOs in safeguarding personal data, please read our Data Protection 101 guide.

The Tasks Of A DPO

The Tasks Of A DPO

What does a DPO do? It can be summarised into the acronym G-A-P-S-R:

Firstly, the DPO’s task is to assist the organisation to govern how personal data is being collected, used, disclosed, or stored within an organisation according to the requirements of the Personal Data Protection Act and relevant data protection laws. If there are gaps in the operations that are processing personal data, the DPO works with the relevant departments to ensure that there are controls to mitigate the risks and close the gaps. They also work with the relevant departments to ensure that the organisation's privacy policy and data protection training is updated and communicated to staff.

From an operational perspective, the core activities in a Data Protection Officer Job Description' would include:

• Assess Risks - relating to the processing of personal data and this includes conducting a data protection impact assessment (DPIA).
• Develop a DPMP - Protect the organisation by developing a data protection management programme (DPMP) against these identified risks and protection issues. This includes implementing policies and processes for handling personal data.
• Sustain Compliance - to the above internal compliance efforts by communicating personal data protection policies to stakeholders including training; conducting audits as well as ensuring the ongoing monitoring of risks.
• Manage Responses - managing personal data protection-related queries and complaints as well as liaising with the data protection regulators (local and/or international) on data protection matters, especially in case of a data breach.

How to become a Data Protection Officer? Click here to have an overview of data protection officer certification and our learning roadmap.

Why Do Companies Need A DPO?

New privacy-intrusive technologies are being used to process personal data in today’s commercial landscape. In addition, the entire world is pressing the reset button in terms of data protection laws and requirements. The more intricate or high-risk the data processing activities become, the greater the DPO's expertise in data protection laws and practices must be. The demand for DPOs with a deep understanding of protection compliance remains robust.

The first important benefit of having a DPO in an organisation is to prevent the organisation from having a data protection breach and to demonstrate accountability to the regulators. Additionally, part of a DPO’s job description is to guide the organisation in reaching the level of data protection standards that the organisation is looking towards attaining, for example, the Data Protection Trustmark (DPTM) certification in Singapore. They do so through risk assessments of the organisational data, and by identifying gaps as well as recommending the relevant actions that the organisation should take according to the strict DPTM requirements.

ce. The DPO needs to work with the various departments to set up the necessary data protection policies and protection strategies. The DPO will need to work with the respective line managers to operationalise and map out the organisation's data map and identify gaps, as well as recommend how to address the gaps; this ensures that the data in the organisation's possession is secure, protected, and consistent with legal requirements.

When Is The Right Time For A Company To Hire A DPO?

The right time for a company to hire independent data protection experts is when it begins to handle or process customer personal data on a scale that meets the thresholds outlined in privacy regulations. This includes organisations that regularly and systematically monitor data on a large scale, or process specific categories of sensitive personal data. As these activities represent core business processes, What a DPO does is essential not only for compliance purposes but also for establishing a robust data protection framework within the organisation. Engaging a DPO at this stage ensures that the company is proactive in addressing legal obligations monitored by a country's supervisory authority, ultimately mitigating risks associated with data breaches or non-compliance penalties.

In addition to the regulatory requirements, hiring a DPO is also a wise decision from a management level perspective, as it reflects a company's commitment to fostering a culture of accountability and transparency regarding data privacy. Even if the organisation does not meet the specific criteria for mandatory appointment, having a dedicated professional in this role can enhance customer trust and strengthen the company's reputation. As data privacy concerns continue to grow and evolve in the digital landscape, a good DPO job description covers facilitating effective communication both internally and externally, ensuring that all employees, starting from the management level, understand their responsibilities related to personal data handling. This proactive approach not only safeguards individual rights but also positions the company favourably strategies as a leader in data protection practices.

After appointing a DPO, there are several steps you can take to facilitate their onboarding and success: Begin by introducing them to the organisation and its data processing activities. This will enable them to grasp the associated risks and identify the key areas that require their focused attention.

If your company processes large-scale personal data, it's wise to hire an expert to oversee activities.

Data Protection As A Critical Role

Integrating data protection in an organisation's core activities will give customers and staff the assurance that the organisation is committed to keeping employee and customer data safe, as mandated by applicable data protection laws. This also helps employees, especially those in customer-facing roles, to have confidence in reassuring customers that the organisation is reliable and will take the utmost care in handling their data.

Click here to have an overview of the various data protection officer courses and roadmap available. 

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Article contributed by Kevin Shepherdson (FIP, CIPM, CIPP/A, CIPP/E, CIPT, GRCP)

Updated on 13 October 2021

The views and opinions expressed in this article are those of the author and do not necessarily reflect the official view or position of DPEX Network.