{"id":172952,"date":"2022-07-27T06:48:31","date_gmt":"2022-07-27T05:48:31","guid":{"rendered":"https:\/\/legalvision.co.uk\/?p=172952"},"modified":"2022-07-29T10:07:22","modified_gmt":"2022-07-29T09:07:22","slug":"reasons-limiting-customer-data","status":"publish","type":"post","link":"https:\/\/legalvision.co.uk\/data-privacy-it\/reasons-limiting-customer-data\/","title":{"rendered":"Four Reasons to Limit Customer Data Collection in England"},"content":{"rendered":"\n<p>Your company will typically handle a significant amount of data, including your own confidential business information and the personal data of customers and clients. Limiting the data you collect is essential to avoid breaching data protection rules. Notably, the <a href=\"https:\/\/gdpr-info.eu\/\">General Data Protection Regulation<\/a> (GDPR) sets out rules on using customer data, and the <a href=\"https:\/\/ico.org.uk\/\">Information Commissioner\u2019s Office<\/a> (ICO) enforces them in England. It is vital to follow the rules relating to customer data collection as the ICO can issue fines to organisations that do not meet their obligations. This article will explore four key reasons to limit customer data collection in England and how your organisation can avoid ICO fines.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Compliance With the GDPR<\/h2>\n\n\n\n<p>Your business must avoid intentional breaches of data protection rules. Many of the rules relate to customer data. Some examples include your organisation:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>only obtains customer data for lawful purposes;<\/li><li>only retains customer data as long as necessary;<\/li><li>handles personal customer information&nbsp; fairly, lawfully and transparently; and<\/li><li>avoids collecting customer data that is excessive, irrelevant or not for the stated collected purpose.&nbsp;<\/li><\/ul>\n\n\n\n<p>Ultimately, you can only collect necessary <a href=\"https:\/\/legalvision.co.uk\/ecommerce-online-business\/personal-data-e-commerce\/\">customer data<\/a> (for example, their postal address) and must explain why you require this information (for example, to deliver a product by post). Conversely,\u00a0you may struggle to justify requiring a\u00a0 customer\u2019s national insurance number when they have only ordered a one-off purchase for postal delivery.<\/p>\n\n\n\n<div  class=\"box box--icon box--info\">\n    <p>The ICO can hand down financial fines of up to \u00a317.5m for breaching the <a href=\"https:\/\/legalvision.co.uk\/data-privacy-it\/how-does-gdpr-affect-my-business\/\">GDPR<\/a>, presenting a significant financial deterrent to companies against storing more customer data than permitted under data protection rules.<\/p>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Less Maintenance and Cost<\/h2>\n\n\n\n<p>Your organisation must protect customer information as part of its data privacy obligations. This involves keeping <a href=\"https:\/\/legalvision.co.uk\/regulatory-compliance\/sensitive-data-information\/\">sensitive data<\/a> secure and ensuring storage systems are regularly maintained.&nbsp;<\/p>\n\n\n\n<p>Limiting customer data collection means you have less to maintain. Additionally, it is more economically efficient due to reduced IT equipment and server requirements. A helpful example is the use of CCTV on your premises. CCTV footage utilises a significant amount of electronic storage and electricity to function. You can significantly reduce maintenance and costs by reducing the CCTV system from four cameras to one camera.&nbsp;&nbsp;<\/p>\n\n\n\n\n<a href=\"#content-next\"\n   class=\"block p-4 mt-10 text-xl font-bold text-center text-white no-underline bg-gray-800 rounded-t-xl\">\n    Continue reading this article below the form\n    <i class=\"text-xl fa-regular fa-arrow-down\"><\/i>\n<\/a>\n<div class=\"px-6 pt-10 pb-12 mb-10 text-center bg-gray-100 rounded-b-xl sm:px-12 test\">\n    <div class=\"mb-8 text-2xl font-bold text-orange\">\n        Need legal advice?\n        <br>\n        <span class=\"text-lg not-prose\">\n                            Call <a href=\"tel:+448081968584\" class=\"not-prose\">0808 196 8584<\/a> for urgent assistance.\n                <br>\n                Otherwise, complete this form, and we will contact you within one business day.\n                    <\/span>\n    <\/div>\n\n    \n\n<div class=\"not-prose flex justify-center text-left gform_input_bg_white    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Whilst a locked door reduces the theft of physical data, cyber attacks can allow third parties to access digital information.&nbsp;<\/p>\n\n\n\n<p>Holding less customer information reduces the data lost in a successful cyber attack. This is akin to a business not storing cash on their premises overnight in case intruders break in.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Easier and Quicker to Securely Delete<\/h2>\n\n\n\n<p>Customer data is often stored in two forms: digital and physical.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">1. Physical<\/h3>\n\n\n\n<p>Retaining fewer customer records, such as printed documents, will reduce the storage costs and subsequent time and effort to destroy documents securely.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">2. Digital<\/h3>\n\n\n\n<p>Holding greater quantities of information often requires multiple storage devices and backup devices. This increases the complexity of finding data when required. Retaining minimal data makes it easier to locate and delete information.<\/p>\n\n\n\n<div  class=\"box box--icon box--info\">\n    <p>Safe deletion of physical and digital information is an essential requirement of the GDPR, as your organisation needs to ensure other parties cannot recover customer information.<\/p>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Key Takeaways<\/h2>\n\n\n\n<p>Limiting the customer information your business stores effectively limits the impacts of data breaches, helping your business comply with the GDPR. Compliance will also ensure your business avoids ICO fines. By storing minimal customer data, your business can reduce maintenance costs and data loss in a cyber attack. Furthermore, you can quickly and efficiently delete information when required.&nbsp;<\/p>\n\n\n\n<p>If you need help with data protection requirements and safe storage of customer information, our experienced <a href=\"https:\/\/legalvision.co.uk\/it-lawyers-lp\/\">Data, Privacy and IT lawyers<\/a> can assist as part of our LegalVision membership. For a low monthly fee, you will have unlimited access to lawyers to answer your questions and draft and review your documents. Call us today on <a href=\"tel:+448081968584\" class=\"AVANSERnumber dynamic-number\">0808 196 8584<\/a> or visit our <a href=\"https:\/\/legalvision.co.uk\/membership\/\">membership page<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Frequently Asked Questions<\/h2>\n\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1658899824096\"><strong class=\"schema-faq-question\"><strong>Are there limits on how long my company can keep customer data?<\/strong><\/strong> <p class=\"schema-faq-answer\">Yes, you should only store customer personal information for as long as necessary.\u00a0 The technical test is to delete data once it fulfils its intended purpose and is of no further use.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1658899838277\"><strong class=\"schema-faq-question\"><strong>What is customer information?<\/strong><\/strong> <p class=\"schema-faq-answer\">Customer information is anything that can identify your customers such as their date of birth, email address or postal address. This information is protected under the GDPR because it relates to an identifiable person and a third party may use this information against them.<\/p> <\/div> <\/div>\n<div class=\"not-prose m-feedback-prompt\">\n    <!-- Thumbs up\/down bar -->\n    <div class=\"m-feedback-prompt__main\">\n        <div class=\"m-feedback-prompt__title\">Was this article helpful?<\/div>\n        <div>\n            <!--span class=\"m-feedback-prompt__button--text\">Thanks!<\/span-->\n            <button type=\"button\" class=\"m-feedback-prompt__button m-feedback-prompt__button--yes\"\n                    data-analytics-link=\"feedback-prompt:yes\" aria-label=\"Agree\">\n                <i class=\"fa-regular fa-thumbs-up fa-3x\"><\/i>\n            <\/button>\n            <button type=\"button\" class=\"m-feedback-prompt__button m-feedback-prompt__button--no\"\n                    data-analytics-link=\"feedback-prompt:no\" aria-label=\"Disagree\">\n                <i class=\"fa-regular fa-thumbs-down fa-3x\"><\/i>\n            <\/button>\n        <\/div>\n    <\/div>\n\n    <!-- Feedback form -->\n    <div class=\"m-feedback-prompt__form\">\n        <div class=\"m-feedback-prompt__form--thanks \">\n            <div>Thanks!<\/div>\n            <p>\n                We appreciate your feedback \u2013 your submission has been successfully received.            <\/p>\n        <\/div>\n        <form id=\"contact-form\" class=\"m-feedback-prompt__form--form\" action=\"\" method=\"post\">\n            <input type=\"hidden\" id=\"authenticity_token\" name=\"authenticity_token\" value=\"9eb4f72322\" \/><input type=\"hidden\" name=\"_wp_http_referer\" value=\"\/api\/wp\/v2\/posts\/172952\" \/>            <input value=\"https:\/\/legalvision.co.uk\/data-privacy-it\/reasons-limiting-customer-data\/\" type=\"hidden\" name=\"currenturl\"\n                   id=\"currenturl\">\n            <input value=\"Four Reasons to Limit Customer Data Collection in England\" type=\"hidden\" name=\"currenttitle\"\n                   id=\"currenttitle\">\n            <label>\n                <!-- display on thumbs-up -->\n                <span class=\"m-feedback-prompt__feedback m-feedback-prompt__feedback--yes\">\n                    Can you tell us <span class=\"font-semibold\">why<\/span> you found it helpful?\n                <\/span>\n\n                <!-- display on thumbs-down -->\n                <span class=\"m-feedback-prompt__feedback m-feedback-prompt__feedback--no text-lg\">\n                    How can we better improve this article?\n                <\/span>\n                <textarea name=\"feedbackmessage\" id=\"feedbackmessage\" required><\/textarea>\n            <\/label>\n\n            <div class=\"m-feedback-prompt__form--error\" id=\"form-submit-error\"><\/div>\n            <button id=\"submit-contact-form-button\" type=\"submit\" name=\"commit\" class=\"m-feedback-prompt__form--submit\"\n                    data-analytics-link=\"feedback-prompt:submit\">\n                Submit            <\/button>\n        <\/form>\n    <\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Your company will typically handle a significant amount of data, including your own confidential business information and the personal data of customers and clients. Limiting the data you collect is essential to avoid breaching data protection rules. Notably, the General Data Protection Regulation (GDPR) sets out rules on using customer data, and the Information Commissioner\u2019s<a href=\"https:\/\/legalvision.co.uk\/data-privacy-it\/reasons-limiting-customer-data\/\">Continue reading <span class=\"sr-only\">&#8220;Four Reasons to Limit Customer Data Collection in England&#8221;<\/span><\/a><\/p>\n","protected":false},"author":13349,"featured_media":3096,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"4570,994,833,2243,2206,1420","_relevanssi_noindex_reason":"","editor_notices":[],"footnotes":""},"categories":[27],"tags":[20,21,366,642,798],"class_list":["post-172952","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-data-privacy-it","tag-small-business","tag-medium-business","tag-data-privacy","tag-gdpr-complicance","tag-data-protection-rules"],"acf":[],"yoast_head":"<!-- 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