We're thrilled to share this blog from our member Lexverify. Lexverify are UK pioneers on a mission to make risk prevention as easy as spell checking. Their AI-powered assistant helps organisations prevent legal, compliance, and cyber risks on their real-time electronic communication, enabling organisations to achieve proactive compliance at scale. 

Data has become the lifeblood of businesses worldwide. This is also coupled with an increase in the volume of electronic communications as our work life often revolves around the ping of a notification. Whether from Outlook, Teams, Slack, or other business communication channels, we are in constant dialogue with our colleagues, customers, and vendors. We have seen the use of electronic communication in business evolve to the point where we cannot imagine working without it. It’s transformed the way we work, it’s efficient, and it’s convenient, but with all this great convenience also comes great responsibility – and potential liability from non-compliant communication. However, with the increasing use of and reliance on these channels, there is also a growing risk of compliance breaches.

In today’s digital work environment, it is critical for organisations to understand the risk of data breaches and comply with the General Data Protection Regulation (GDPR). Failing to do so can lead to severe legal and regulatory risks, as well as negative consequences that can damage an organisation’s reputation. It is now possible to go beyond the traditional reliance on risk & compliance training, policies & procedures, and surveillance software, and achieve proactive compliance at scale.

Understanding GDPR

The General Data Protection Regulation (EU GDPR) and UK GDPR are comprehensive data protection laws designed to protect the personal data of individuals within the European Union (EU) and the United Kingdom (UK), respectively. These regulations outline strict requirements for organisations that process personal data, ensuring that individuals have control over their information and that businesses handle it responsibly.

The EU GDPR applies to all European Union member states and regulates the processing and protection of personal data within the EU. The GDPR aims to strengthen individuals’ rights and provide a harmonised framework for data protection across the EU. It imposes strict obligations on organisations that collect, process, or store personal data, requiring them to obtain explicit consent, implement robust security measures, and ensure transparency in data handling practices. The GDPR also grants individuals rights such as the right to access, rectify, and erase their personal data.

The UK GDPR is similar to the EU GDPR, but it applies to the United Kingdom. It was implemented as a result of the UK’s withdrawal from the European Union. The UK GDPR mirrors the EU GDPR in terms of principles, rights, and obligations, with some minor adjustments to align it with the UK legal framework. It allows the UK to maintain a consistent data protection regime, providing businesses and individuals with similar protections to those in the EU. National authorities, like the Information Commissioner's Office (ICO) in the UK, have the power to impose significant fines for GDPR breaches.

The Importance of GDPR Compliance in Electronic Communications

Electronic communication channels, such as email and instant messaging applications, have become essential tools for businesses. Modest figures estimate that around 333 billion emails are sent and received daily around the world—and that’s just email. However, they also pose significant risks when it comes to GDPR compliance. Confidential information shared through these channels can be vulnerable to unauthorised access, accidental leaks, or breaches, potentially exposing personal data and violating GDPR regulations.

Coupled with the rise in regulatory oversight, this creates a situation where organisations are often constantly firefighting risks triggered or evidenced by the electronic communications sent by employees every day. While some organisations impose surveillance software on their outgoing communications, and most have tools for checking inbound communications for viruses and the like, very few are monitoring the hidden regulatory risks that sit in their electronic communications, and even fewer do so proactively.

What’s more concerning, employees are generally relied upon to observe corporate policies in their day-to-day communications, yet they typically receive little support beyond an initial training on compliant communication and are held responsible when things go wrong. The average office worker sends on average 10,000 emails per year, and it only takes one to get them and their company into trouble. It is therefore imperative for organisations to extend their compliance efforts to these communication channels to safeguard sensitive data effectively.

Beyond Traditional Compliance: Real-time, AI-Powered Risk Prevention

To ensure GDPR compliance in electronic communications, organisations must provide comprehensive training to employees. Staff members need to be aware of the potential risks associated with electronic communication and equipped with knowledge on best practices, including encryption, secure password management, and cautious sharing of personal data. Regular training and refresher courses are recommended to keep employees informed about evolving threats and the latest compliance standards. By fostering a culture of compliance, businesses can reduce the risk of inadvertent breaches and strengthen data protection across all communication channels.

But it is now possible to go beyond reliance on traditional risk & compliance training and proactively prevent potential GDPR breaches before they become an issue: imagine real-time Data Loss Prevention (DLP) that can prevent GDPR breaches before they occur. This is now possible with the help of advanced tools that use artificial intelligence (AI) to assist with preventing potential breaches and providing continuous training to employees in real time.

Lexverify is an innovative Next Generation Compliance solution that makes risk prevention on electronic communications as easy as spell checking. Lexverify’s AI-powered assistant analyses electronic communications to identify and flag potential compliance risks to employees in real time, as they are typing. Leveraging advanced AI technology to monitor electronic communication channels, Lexverify can detect potential data breaches before they occur, and prevent the unauthorised transmission of personally identifiable information. It acts as a live DLP solution, mitigating GDPR risks in real time and acting as a first line of defence. By integrating seamlessly into your existing infrastructure, Lexverify provides real-time alerts and policy enforcement to help your organisation prevent potential GDPR violations.

Next Generation Compliance is Available Today

Complying with GDPR regulations is not only a legal obligation but also critical in building and maintaining trust with your customers and protecting their personal data. As electronic communication channels continue to play a vital role in business operations, it is essential to extend your compliance efforts to these platforms. By implementing ongoing compliance training and adopting solutions like Lexverify, you can ensure that your company remains proactive in preventing data breaches, thus safeguarding your reputation, and avoiding the severe legal and regulatory consequences associated with GDPR violations.

Want to find out more and add Lexverify to your robust compliance measures and preventive controls? Get in touch here: https://www.lexverify.com/contact