Your way to a extinguishing concept according to DSGVO
The Erasure concept is a central component of the data protection documentation. Our data protection software Robin Data offers the standardized template for implementation.
Important information about the extinguishing concept
- With the DSGVO, there is a "right to be forgotten", which means that individuals have the right to have their personal data not stored without purpose and, under certain conditions, to have it deleted
- Specifications from the GDPR and the BDSG-neu, must be regulated in the erasure concept
- Neither the BDSG-neu nor the DSGVO regulate in detail how a deletion concept must be structured, therefore DIN 66398:2016-05 has established itself in the implementation of the deletion concept.
- Measures in connection with the erasure concept must be documented and, in the event of a review by the supervisory authority, a company's erasure concept will be reviewed
Content on the topic of the deletion concept:
What is an erasure concept?
An erasure concept defines in a systematic and standardised way how personal data. in a company are deleted when their retention period has expired. The BDSG-new and the GDPR request the erasure of personal data if:
- These are no longer required
- Their intended use is fulfilled
- The data subject requests erasure
In these cases, the erasure concept regulates who deletes this data at what time.
What must the erasure concept contain?
A data protection compliant deletion concept consists of so-called deletion classes, deletion periods and deletion rules.
What are erasure classes?
Erasure classes can be imagined like a matrix consisting of data types, the retention period and the start time from which this retention period runs. An erasure period is therefore all data types with the same start time and the same erasure period can be grouped together in erasure classes for the sake of simplicity.
- Data types: All data processed for a common purpose are defined as one data type. The basis of a standardised erasure concept are data types into which all data stored in the company is divided. In Robin Data you can choose from over 1000 data types. By selecting the appropriate data type, the legal retention period is generated automatically.
- Retention period: In addition to the GDPR, there are other laws that stipulate storage and erasure periods. These must be observed when creating the erasure concept and this is also where the challenge lies: Erasure periods are regulated in tax law, commercial law or the Securities Trading Act, among others. So how do you maintain an overview of the applicable legal situation? This is where the data protection officers and lawyers have done the groundwork. Based on the type of data, the appropriate retention period is automatically stored in accordance with the current legal situation.
- Start timeThe start time also automatically determines the respective erasure period. The start time starts either at the time of data collection or at the end of a transaction or relationship. In a dropdown, you can select the start time for the erasure class that applies to the data type.
What are erasure periods?
Erasure period is the period after which data types or personal data must be erased. An erasure period results from the start time and the retention period. Erasure periods can result from legal requirements for certain data types. By selecting the data type in Robin Data, not only the retention period is defined automatically, but also the erasure period.
What are erasure rules?
An erasure rule is assigned to each erasure class within your erasure concept. This erasure rule determines whether the erasure class created must be erased on a specific date or as standard.
Deletion concept DSGVO Example "logbook
The pictures on the left side show a sample for the deletion class "logbook".
- Create deletion class
- Supplement deletion period automatically
- Create deletion rule
How Robin Data helps you to implement your deletion concept
The special thing about Robin Data is that the data protection software already has thousands examples and templates from the area of data protection. These have been incorporated into the database of our software by the data protection officers and lawyers of Robin Data. You can access these high quality templates. Based on these templates, you can also create your erasure concept, almost as an aside.
The erasure concept is a central component of data protection, because personal data must be erased regularly. Erasure periods can be derived from legal retention periods. Robin Data knows the relevant information from your erasure concept according to DIN 66398:2016-05 without you having to find them yourself. At the push of a button, you can generate your erasure concept step-by-step from your directory of processing activities.
Manage with Robin Data not only the erasure concept, but also very simply e.g. your directory of processing activities or your technical-organisational measures. This way you can implement your data protection documentation with assistance and in a short time.
examples and templates
Deletion periods are derived from legal retention periods. Robin Data knows the relevant information of your deletion concept according to DIN 66398:2016-05 and offers corresponding examples and templates.
Effective and time saving
Robin Data supports you in the holistic implementation of your data protection documentation, interactive video tutorials guide you through the individual steps.
Sector-specific
Our database contains specific Data protection templates for 350 industries, the data protection experts at Robin Data have incorporated their years of experience in a wide range of industries into Robin Data.
Implementation with Robin Data explained step-by-step in our knowledge base
How to set up an erasure concept parallel to the processing activities directory
In our data protection software Robin Data, you can set up your data protection-compliant erasure concept parallel to the directory of processing activities. This is achieved by importing the corresponding data types directly from the Robin Data database when importing a processing activity. If you now switch to the functional area "Erasureconcept", you can store the data type in the corresponding erasure class. Important contents are filled out automatically on the basis of the data type according to DIN 66398:2016-05 such as the legal retention period and the erasure period . In this way you can implement your data protection documentation with assistance and in a short time.
How can measures of the erasure concept be documented?
The points described on this page must be set out in a written document, in particular to comply with the accountability requirement under Art. 5 para. 2 DSGVO. Insofar as the legal requirements under the DSGVO are not taken into account, data protection fines of up to 20 million euros or up to 2 or 4 percent of the total annual turnover achieved worldwide are threatened in the event of a review.
Since aspects of the documentation of the erasure concept such as data types or legal retention periods must be included, this part of the data protection documentation can appear to be particularly complex. Even if the processed data is carefully categorised into data types, the classification of protection classes and the determination of correct legal retention periods poses challenges for data protection officers. For this reason, there is a digital and standardised solution for your erasure concept. Benefit from the preparatory work of data protection experts and lawyers who have carefully incorporated this data into the database of our data protection software Robin Data.
Assisted implementation of your erasure concept and under application of the current legal basis of the GDPR. Learn more about the features of our data protection software by visiting a free software demo.
Data protection documentation is not easy, but necessary
A Erasure concept is one of them. Even in the smallest package of our data protection software "Forever Free", you can choose from many different already completed Templates and samples and thus also document their deletion concept. Free of charge and without time limit. Complicated Excel solutions are a thing of the past. Register directly free of charge and have a look Examples for your industry.
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Record of processing activities
data protection impact assessment
Erasure concept
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