Selecting a suitable external data protection officer (DPO) requires careful consideration and research. A qualified DPO can make a significant contribution to ensuring data protection compliance within the company and increasing the trust of data subjects. The most important steps and criteria for selecting a suitable external data protection officer are described below:
Check qualifications and expertise
A suitable external DPO should have comprehensive qualifications and expertise in data protection law and practice. Key qualifications include:
- Legal knowledge : In-depth knowledge of the GDPR, the BDSG and other relevant data protection laws.
- Technical knowledge : Understanding of the technical and organizational measures to protect personal data, including IT security and data processing technologies.
- Professional experience : Proven experience in the field of data protection, ideally through previous work as a data protection officer or in comparable roles.
- Certifications : Relevant certifications such as CIPP/E (Certified Information Privacy Professional/Europe), CIPM (Certified Information Privacy Manager) or TÜV certificates in the area of data protection.
Obtain references and reviews
It is advisable to obtain references and reviews from previous or current clients of the external DPO. Positive feedback and recommendations can be a good indicator of the quality and reliability of the services. Companies should ask about specific experiences and successes to get a comprehensive picture of the DPO’s capabilities.
Ensuring independence and objectivity
An external DPO should be able to act independently and objectively. It is important to ensure that the DPO has no conflicts of interest that could compromise his or her independence. Companies should clarify whether the DPO has any economic or organizational ties to the company to ensure that his or her advice and monitoring is impartial.
Compare offer and cost structure
Companies should obtain several quotes from potential external data protection officers and compare the cost structures. It is important to examine the services offered and the associated costs in detail. This includes both the initial costs for the inventory and analysis as well as the ongoing costs for consulting, monitoring and training.
Check contract conditions and availability
The contract conditions and the availability of the external DPO should be carefully checked. Important aspects are the contractually agreed services, the term of the contract, termination conditions and the regulations regarding the availability and accessibility of the DPO. Companies should ensure that the DPO can be reached quickly and reliably if necessary.
Personal conversation and getting to know each other
A personal conversation with the potential external DPO can help to gain an impression of their working methods and personality. This is important to ensure that the DPO is a good fit for the company and that a trusting collaboration is possible. During the conversation, companies should ask specific questions about the planned data protection measures and the DPO’s approach.
Review training and awareness-raising opportunities
An external DPO should provide comprehensive training and awareness-raising opportunities for the company’s employees. These training courses are crucial to raise awareness of data protection issues and to ensure that all employees know and comply with data protection requirements. Companies should check which training formats and content the DPO offers and how these can be integrated into ongoing operations.
In summary, selecting a suitable external data protection officer requires careful checking of qualifications, obtaining references, ensuring independence, comparing offers and costs, and checking contract terms and training offers. A personal interview can also help to find the right DPO for the company.
