Data Protection
Data protection made easy: Integrating GDPR principles into the daily workflow
Data protection doesn’t just affect the big players but also every other team that collects or processes user data. And it is a topic that is often overlooked, particularly by smaller companies and agencies. What many are not aware of is that GDPR-compliant work not only strengthens the integrity of your team, but also builds trust with your customers. And while GDPR seems complex and intimidating – it doesn’t have to be.
In this article we will show why data protection is important, especially for smaller companies. We also want to highlight what challenges exist and – most importantly – how GDPR principles can be integrated into your daily workflow by simple means.
Why data protection is important for smaller companies in particular
Smaller companies, like ENNOstudio, have a special responsibility. In user research projects we often collect personal data, test new designs on real users or use tools that store data. Data protection is not only a legal requirement but also an ethical issue. Users entrust us with their data – and it is imperative that we respect and protect that trust.
However, data protection can be a great opportunity, particularly for smaller companies. Those who work in a data protection-friendly manner from the project start not only avoid legal risks – which can be expensive and possible mean the end of their business – but also position themselves as a responsible partner to customers and users.
Challenges faced by small companies when implementing GDPR
Despite the best intentions the process often leads to problems, especially in smaller teams:
- Lack of resources: There is a lack of time, expertise and money for legal advice, specialized tools or to get familiar with the topic in general.
- Complexity of GDPR: Regulations seem extensive and difficult to understand, and can be off-putting, especially for laypeople.
- Tool dependency: How GDPR-complient really are the tools that are used, such as Figma, Miro or Google?
- Unclear responsibilities: In small teams people often wear several hats, but which of those roles has the responsibility for data protection?
Integrating GPDR into everyday life - simply, pragmatically and as a team
The good news: The solution to these challenges does not have to be complicated. Here are five simple GDPR-compliant measures that we already implement at ENNOstudio and that can be implemented at any other company:
1/ Integrate data protection into the workflow
With checklists for user research and prototyping, data protection becomes part of your process. This ensures that important steps – such as consent or data deletion – are not overlooked and that all colleagues are equally informed and on the same page.
2/ Only collect necessary data
In terms of data minimization, you should ask yourself before every survey: What data do we really need? Is it necessary to record interviews on video, or is a well-conducted protocol sufficient? The less data collected, the fewer the risks and the more time saved.
3/ Use GDPR-compliant tools
Create a list of trustworthy tools: Figma, Google Meet, Miro and Lookback offer GDPR-compliant options, if used correctly.
4/ Create transparency
Inform your test subjects clearly and comprehensively about the reasons for data collection. Make it easy for them to ask questions or withdraw their consent. For this purpose, store important templates that have been checked by a lawyer in a central location that your employees can quickly access and use for data collection. Recruitment agencies also typically provide GDPR documents or take over handling.
5/ Promote teamwork and training
Data protection is a team effort. Divide up the tasks and hold short workshops or updates from time to time to bring everyone up to speed. These can also be carried out by an external consultant.
The advantage for small companies
The implementation of the GDPR not only offers legal security but also strengthens user trust, which is an invaluable advantage, especially for smaller companies, in terms of:
- Security and respect: By placing the protection of personal data at the center of your work you convey to test subjects, customers and end users that their privacy is respected. This creates a sense of security that makes it easier for users to share their opinions or experiences openly and honestly.
- Professional perception and reputation: A company that takes data protection seriously exhibits professionalism and a sense of responsibility. This sets you apart from your competitors and strengthens your reputation, especially amongst customers who place a high demand on the protection of their target groups’ data, e.g., in sensitive industries like healthcare or finance.
- Long-term customer relationships: Trust is the basis for every successful collaboration. By working in compliance with GDPR you signal to your customers that their projects are in good hands. By doing so, you reduce the risk of data protection conflicts and create the basis for a sustainable and cooperative relationship.
- Competitive advantage through “Privacy by Design”: Integrating data protection into your design processes not only demonstrates your understanding of legal requirements, but also your commitment to user-friendly and ethical design. Customers benefit from products that are not only GDPR-compliant but also trusted, reliable and transparent for end users – a clear competitive advantage for you.
- Authentic user research: Trust is particularly crucial in user research. If test subjects know that their data is secure and that they retain control over it, they will be more open and honest. This will give you valuable insights that have the potential to take your designs and prototypes to a new level.
Conclusion
Data protection means extra work, especially at the beginning, but it's worth it! Once it's done, i.e., the necessary documents have been created, checklists drawn up and team members informed, it represents a great opportunity - especially for smaller companies - to work ethically and efficiently. You can integrate GDPR principles into your workflow gradually - and thereby protect not only yourself but also your customers and users.
Being GDPR compliant with ENNOstudio
We at ENNOstudio make sure to comply with the current GDPR guidelines. If you want to learn more about our GDPR workflow or have any questions, don’t hesitate to get in touch with us!
We are a design and innovation studio creating engaging, accessible digital experiences for everyone. Our team of product designers and strategic consultants combine beautiful design and creative strategies to build and promote user interfaces that make a real difference to people’s lives.
