An external data protection officer (DPO) has a variety of tasks aimed at ensuring compliance with data protection laws in a company and protecting the rights and freedoms of data subjects. The tasks of a DPO are comprehensively defined in the General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG). The most important tasks of an external data protection officer include:
Consulting and training
The DPO advises the company and its employees on all data protection issues. He provides information on the obligations arising from the GDPR and the BDSG and supports the implementation of data protection-compliant processes. Training and awareness-raising measures are also part of his duties to ensure that all employees understand the importance of data protection and are able to act in accordance with data protection regulations (Article 39 paragraph 1 letter a GDPR).
Monitoring compliance with data protection regulations
The DPO monitors compliance with data protection regulations and internal data protection guidelines. This includes the regular review and evaluation of data protection measures in the company as well as monitoring the implementation of data protection requirements in daily business processes (Article 39 paragraph 1 letter b GDPR).
Conducting data protection impact assessments (DPIA)
For data processing operations that are likely to result in a high risk to the rights and freedoms of data subjects, the DPO carries out a data protection impact assessment (DPIA). This assessment is particularly necessary for new technologies or data processing procedures that may have a significant impact on the protection of personal data (Article 35 GDPR).
Cooperation with the supervisory authority
The DPO acts as a contact person for the responsible data protection supervisory authority and cooperates with it in the performance of its tasks. He supports the supervisory authority in inquiries and inspections and ensures that the company responds quickly and appropriately to data protection requirements (Article 39 paragraph 1 letter d GDPR).
Documentation and reporting
An important part of the DPO’s tasks is the documentation of all data protection-relevant processes and measures. He creates and maintains the register of processing activities, carries out and documents data protection impact assessments, and ensures that all data protection requirements are recorded in writing and can be proven (Article 30 GDPR).
Contact point for affected persons
The DPO serves as a contact point for data subjects who have questions or complaints regarding the processing of their personal data. He supports the data subjects in exercising their rights, such as the right to information, rectification, erasure and objection (Article 38 paragraph 4 GDPR).
Development and implementation of data protection strategies
The DPO develops data protection strategies and concepts that are tailored to the specific requirements of the company. He supports the implementation of technical and organizational measures to protect personal data and ensures that data protection becomes an integral part of all business processes (Article 24 GDPR).
Review and adaptation of existing processes
An external DPO regularly reviews the existing data protection processes and, if necessary, adapts them to new legal requirements or technological developments. This includes the ongoing evaluation and improvement of data protection measures in the company (Article 32 GDPR).
Creation of data protection policies
The DPO creates and updates the company’s internal data protection policies. These policies define the principles and procedures for handling personal data and ensure that all employees are aware of and comply with data protection requirements (Article 24 GDPR).
In summary, the tasks of an external data protection officer are varied and comprehensive. They aim to meet data protection requirements, minimize risks and strengthen the trust of those affected in the handling of their data.
