- Vivenics is a no-nonsense Dutch company.
- Our GDPR team has a proven track record as reliable representatives for non-EU companies since 2016.
- We provide a high level of security for all your GDPR obligations.
- A designated lead contact will be assigned to every individual customer.
- The Vivenics approach is results-driven, optimized for easy use and for optimal communication with stakeholders, partners, data subjects and authorities.
Our EU Representative Onboarding Process
Click the tabs below to discover our easy, step-by-step onboarding process.
Step 1 – Get in Touch
We are happy that you found Vivenics and are considering appointing us as your representative. To help you determine what service is needed in your specific situation, please reach out to us in one of the following ways:
Telephone: +31 88 8483 100
Step 2 – Getting to Know Each Other
We would like to get to know you and your organization better. Likewise, you may be interested to hear more about us. For these purposes, we will schedule a short online video conference. In this conference, you are also welcome to ask any questions about us or the service. Also, the requirements of the service are defined.
Step 3 – Reaching Agreement
After a first introduction and a definition of your requirements, we will draft a contract with a service proposal that specifies the activities and mutual responsibilities in more detail. The draft will be sent to you for internal review. Meanwhile, we are open for any additional questions or a further refinement of the service proposal. If we agree, the contract is signed by both parties, indicating the intention to appoint Vivenics as your EU GDPR Representative.
Step 4 – Assignment of Lead Contact
After signing the contract, a Lead Contact will be assigned to you. This person is your first contact for any questions or remarks and will guide the onboarding process.
Step 5 – Learning about your procedures
To represent you optimally, we need some information about your GDPR policies, procedures, and practices. To this end, we will ask you to complete an onboarding checklist.
Step 6 – Let’s talk!
Following up on the checklist, the Lead Contact will reach out to you to schedule a series of interviews with key privacy stakeholders in your company. We will ask these stakeholders a short moment of their time to discuss the privacy program in your organization in more detail.
Step 7 – Advise about GDPR
Based on the information from the checklist and the interviews, our GDPR experts will analyze the privacy maturity level of your organization. If we find room for improvement, we will of course recommend a course of action. We will summarize this in a report, that includes practical steps for implementation, findings and recommendations related to the representative service.
Step 8 – Mandate Form
As a legal requirement, we kindly ask your senior management to sign a Representative Mandate Form, officially appointing us as your representative.
Step 9 – Let the World Know
Step 10 – Congratulations!
You have succesfully appointed Vivenics as your EU GDPR Representative. You now comply with art. 27 of the GDPR. This means you don’t have to worry about authorities giving warnings or penalties on this point, and your data subjects can trust that you and Vivenics are always available for them. To document this, you will receive a certificate that shows Vivenics is officially your representative.
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Choose the Representative you trust
Selling goods to EU citizens and based outside the EU?
Or selling services to EU companies?
You are obligated to appoint a GDPR representative as contact person on privacy for your customers and authorities.
Our representative service is based on a clear contract and flat fee rate, so there no hidden extra costs.
Using Vivenics as your Representative is easy: we can start immediately, avoiding a lengthy implementation plan.
Be clear to your customers and partners.
Use privacy as a positive distinctive feature.
We agree: cookie banners are very annoying for your visitors.
But you have to follow the privacy law and be clear which cookies you use.
There are many solutions available on the market. The most expensive are not always the right choice.
We can help you with implementing a very time-saving cookie management system and the right wording for your cookie statement.
Increase Awareness in your Organization
It is a fact that 98% of all data breaches are a result of human error. Help your employees to have the right knowledge and right behaviour to avoid these as much as possible.
The most difficult part of the awareness program is to reach out to your employees without being the dry, clean, and sleep-inducing messenger.
We have learned the lessons and we know how to get your employees involved and enthusiastic, without expensive campaigns.
Prevent a Data Breach
Your first goal should be to avoid data breaches.
But then it’s vital to know how to do this, right?
What are the most common causes and how do you prevent your company from massive reputation loss or a big fine?
Note that human errors are by far the most common cause of data breaches.
Data Processor Agreement
It is in your interest to avoid issues with your partners who process personal data on your behalf. This might be computer and IT companies, but also process service providers.
Data processing agreements are the means to secure your interests. Especially when the personal data is processed outside the EU.
It is not only about obligations, liability and penalties. It is also about good partnership and cooperation in case of data breaches or customers executing their rights.
We have developed honest, solid and fair agreements, which we can tailor to your specific situation.
Bridge the Gaps and lower your Risks
Privacy and compliance are risk management efforts: know your biggest risks and address them first.
Use your money wisely.
Our lean approach will help to define where the biggest gaps are and how you can mitigate them.
Now is the time to check if your organization is privacy proof. We can determine your level of privacy maturity.
The report of findings will be to-the-point and very practical to make the next steps.
GDPR Register - Show you are in Control
The GDPR obligates you to maintain a record of personal data processing activities.
Many register tools are on the market. From a simple Excel sheet to the most sophisticated automated tooling. Choose the one that fits your needs best. The largest and most expensive tool is not always the best choice.
We have knowledge of these tools, worked with them and implemented them.
Let us advise you how to choose the right tool and how to keep the personal data in the register up to date when your business processes change.
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