[Gnso-epdp-team] Further Input from the IPC/BC on Small Team #1 and #2 issues
Diane.Plaut at corsearch.com
Sat Nov 3 01:28:51 UTC 2018
Dear EPDP Team-
In our efforts to overcome a significant hurdle through our EPDP work – that CPs have expressed they cannot rely on the accuracy of Registrant input and, therefore, are hesitant to distinguish between legal and natural persons or count on country information input by Registrant’s because if it is not accurate, they are concerned they will be liable for identifying the person incorrectly or determining the applicable law incorrectly. We have discussed in the EPDP the prospect of trying to get input from DPAs to confirm that it is reasonable to count on Registrant input. Thomas Rickert has most recently proposed in Barcelona, setting up a meeting with the EDPB and I have expressed my support and desire to partake in this and the legal effort. In the meanwhile, I think it is beneficial for us to try to do our own research and show DPA insight on this topic. To this end, I provide below, guidance from the ICO on this topic. The IPC/BC wishes to add this to the Small Team #1and #2 comments in support of our positions on the issues of supporting the distinction of legal and natural persons and applying relevant country laws.
The Accuracy of information provided by data subjects
Article 5(1)(d)/(2) GDPR provides that controllers have an obligation to demonstrate compliance with the requirement that:
Personal data shall be…accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay (‘accuracy’).
According to the ICO, this means that controllers must take all reasonable steps to ensure that the personal data they hold is not incorrect or misleading as to any matter of fact. However, the GDPR does not explicitly distinguish between personal data provided by the data subject, provided by a third party or created by the controller – the same obligation applies in each such case.
As to whether it is possible to rely on the data subject for the accuracy of the information, the ICO has confirmed in its guidance that this is possible. In particular, the ICO states that: “In some cases it is reasonable to rely on the individual to tell you when their personal data has changed, such as when they change address or other contact details. It may be sensible to periodically ask individuals to update their own details, but you do not need to take extreme measures to ensure your records are up to date, unless there is a corresponding privacy risk which justifies this.” However, if the controller learns that information is no longer accurate/up to date (either from the data subject or from other information which comes to light), the controller should update its records accordingly.
The ICO also recognizes that it may be impractical to check the accuracy of personal data someone else provides. In such cases, the ICO suggests that controllers must:
· accurately record the information provided;
· accurately record the source of the information;
· take “reasonable steps” in the circumstances to ensure the accuracy of the information; and
· carefully consider any challenges to the accuracy of the information.
Given that the data subject itself inputs and supplies the data registration information (elements) in issue, there is a strong argument that under the above guidance by the ICO, it is reasonable to reply on the accuracy of this information for purposes of distinguishing between legal and natural persons and for purposes of correct geographical information in relation to applicable law purposes.
Moreover, in addition to and to support the above, the IPC and BC further strongly support the following legal recommendation be added to both Small Team #1 and Small Team #2 input that contractual provisions be added to agreements so that overall accuracy standards are achieved, stating: The above-identified Registrant represents and warrants that the data provided herein is true, complete and accurate. It could even go one step further and expressly say that Registrar is entitled to rely on this data in making legal determinations including, without limitation, those related to GDPR and relevant data protection laws. Nothing in the above, limits the application of the ICO guidance from supporting greater accuracy required by all parties.
General Counsel and Privacy Officer
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Direct +1 646-899-2806
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